Academic/Clinical Program Associate - Radiology (Hybrid)

University of Iowa•Iowa City, IA

12d•Hybrid

About The Position

The University of Iowa Health Care Department of Radiology is seeking a Program Associate to provide program development, management, communication, and administrative support for the Interventional Radiology Division and other non-accredited training programs. The role also supports the Diagnostic Radiology Residency Program as needed and serves as a liaison for residency and fellowship programs across UI Health Care and affiliated training locations. As part of the Radiology Education Program, the Program Associate coordinates fellowship and residency activities and supports operations, communication, and compliance within the Graduate Medical Education (GME) system. The position works closely with residents, fellows, Program Directors, the central GME Office, and external partners, and exercises substantial autonomy and judgment in coordinating program activities. The position is based in Iowa City, Iowa, and is eligible for a hybrid arrangement within Iowa after at least six months in the role, successful completion of training requirements, and a satisfactory performance assessment. Remote work arrangements require approval and are reviewed annually under University policies. The regular schedule is Monday through Friday, 7:30 a.m. to 3:30 p.m., at 100% time.

Requirements

Bachelor’s degree in Business Administration or a related field, or an equivalent combination of education and experience.
3–5 years of related academic program management experience and administrative support.
Experience with continual process and quality improvement.
Experience managing multiple tasks simultaneously.
Experience providing customer service in an academic environment.
Demonstrated proficiency in Microsoft 365 Suite, including Word, Excel, and Access.
Excellent written, oral, and interpersonal communication skills.

Nice To Haves

Experience with event coordination.
Experience coordinating educational programs.
Experience training others and documenting work processes.
Experience working with EPIC software or systems.
Knowledge of ACGME Institutional and Program Requirements, American Board of Radiology requirements, and program-specific requirements such as NRMP and ACGME recruitment procedures.
Knowledge of Radiology terminology.
Knowledge of UI Procurement Services.
Knowledge of University of Iowa policies, procedures, and regulations.

Responsibilities

Maintain effective working relationships and serve as the primary contact for the Radiology Faculty Program Director(s) of the IRI and DR/IR training programs in the IR section.
Perform and coordinate administrative and fiscal duties for GME education programs, including compliance with UI Health Care and national guidelines such as ABR and ACGME requirements.
Exercise autonomy and decision-making in training program support and coordination.
Manage complex schedules for the program director and high-level administrators, including prioritizing appointments, resolving conflicts, and synthesizing information across electronic calendar systems.
Schedule training program appointments and meetings; identify calendar conflicts; coordinate internal and external meetings; reserve conference rooms; and distribute meeting planners and reminders.
Reconcile monthly p-card statements in accordance with Accounts Payable guidelines.
Initiate internal purchasing requests and supply orders for the IRI and DR/IR training programs and associated teaching faculty.
Attend monthly GME academic program coordinator meetings and weekly Radiology GME administrative meetings.
Maintain training program expenditure records, assign appropriate MFKs, and order educational materials.
Track trainee presentations and coordinate lectureships.
Liaise with program coordinators in the department, UI Health Care, and outside affiliates.
Advise potential IRI and DR/IR applicants about eligibility, applications, and interviews; manage applications and schedule interviews.
Assist with group interview days for trainee applicants.
Manage virtual engagement for applicants, interviewees, and future fellows, including webpages, content, videos, and virtual tours.
Coordinate visa and credentialing processes with UI immigration, the GME office, and the CSO office.
Organize communications and onboarding for fellows and residents; coordinate with Radiology Human Resources and plan and present trainee orientation sessions as needed.
Follow University of Iowa, Carver College of Medicine, and Department of Radiology policies and procedures.
Request new, modified, extended, promoted, or terminated trainee contracts.
Advise International Medical Graduate fellows regarding documentation for the ABR four-year alternate pathway; explain policies and maintain accurate records of pathway progress.
Develop and maintain program materials, including travel policies, evaluation plans, and program descriptions.
Manage required resident and fellow examinations, including scheduling, assignment, completion follow-up, report compilation, and troubleshooting.
Monitor evaluation completion and follow up with faculty and house staff to ensure required forms are completed.
Monitor work-hour requirements and follow up with faculty and house staff regarding GME work-hour submissions.
Monitor compliance requirements, including ACLS, BLS, and preliminary training, and follow up with house staff regarding completion and forms.
Maintain and renew departmental faculty licenses required for practice and teaching.
Ensure adherence to departmental and university travel guidelines and arrange travel for IR-section faculty, residents, and fellows, including hotels, conference registrations, airfare, and motor pool requisitions.
Reserve rooms for meetings and conferences, manage conference and shared-room schedules, and assist faculty with meeting coordination.
Provide administrative support for IR-section administrative and faculty meetings, including preparing and distributing agendas and minutes.
Use judgment and discretion when providing confidential information, following FERPA and patient-information guidelines.
Collect and compile information for reports and program communications, including conducting information searches and applying knowledge of related work areas.
Design specialized reports, spreadsheets, and presentations; create, maintain, and update records, databases, and other information related to department activities.
Provide faculty administrative support in the IR section as needed.