Academic/Clinical Program Associate - Radiology (Hybrid)

UIOWA•Iowa City, IA

1d•Hybrid

About The Position

The University of Iowa Health Care Department of Radiology seeks a Program Associate to provide program development, management, communication, and administrative support for the Interventional Radiology Division and other non-accredited training programs. The position also supports the Diagnostic Radiology Residency Program as needed and serves as a key liaison for residency and fellowship programs across UI Health Care and affiliated training locations. As part of the Radiology Education Program, the associate coordinates fellowship and residency activities and supports effective program operations, communication, and compliance in collaboration with trainees, program directors, the central GME Office, and external partners. The role coordinates administrative and fiscal operations for graduate medical education programs, supports recruitment and onboarding, monitors training and accreditation requirements, and manages schedules, records, reports, communications, travel, meetings, purchasing, and program materials. The position provides faculty administrative support in the Interventional Radiology section as needed. The job is located in Iowa City, Iowa, and is eligible for hybrid work within Iowa after an initial training period and subject to the stated eligibility and policy requirements.

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 Institutional and Program Requirements for ACGME, ABR, and program-specific requirements such as NRMP and ACGME recruitment procedures and requirements.
Knowledge of Radiology terminology.
Knowledge of UI Procurement Services.
Knowledge of University of Iowa policies, procedures, and regulations.

Responsibilities

Maintain working relationships with and serve as primary contact for Radiology Faculty Program Directors of the IRI and DR/IR training programs in the IR section.
Coordinate administrative and fiscal duties for GME education programs and ensure compliance with UI Health Care and national guidelines, including ABR and ACGME requirements.
Support training programs with autonomy and sound decision-making.
Manage complex schedules for program directors and high-level administrators; coordinate appointments, meetings, conference rooms, meeting planners, and reminders, and resolve calendar conflicts.
Schedule GME training program appointments and meetings and coordinate internal and external meetings.
Reconcile monthly purchasing-card statements and initiate internal purchasing requests and supply orders.
Maintain expenditure records for training program accounts, assign the appropriate MFK, and order educational materials.
Track trainee presentations and coordinate lectureships.
Attend monthly GME academic program coordinator meetings and weekly Radiology GME administrative meetings.
Serve as a liaison to program coordinators in the department, UI Health Care, and outside affiliates.
Advise applicants about eligibility, applications, and interviews; manage applications and schedule interviews; assist with group interview days and virtual applicant engagement.
Manage and update webpages and applicant-facing content, including videos and virtual tours.
Manage visa and credentialing processes with UI immigration, the GME Office, and the CSO Office.
Coordinate communications and onboarding for fellows and residents with Radiology Human Resources; plan and present orientation sessions as needed.
Follow University of Iowa, Carver College of Medicine, and Department of Radiology policies and procedures.
Request trainee contracts, modifications, extensions, promotions, and terminations.
Advise international medical graduate fellows on documentation for the ABR four-year alternate pathway, explain policies, and maintain pathway progress records.
Develop and maintain program materials, including travel policies, evaluation plans, and program descriptions.
Manage required resident and fellow examinations, including scheduling, assignment, follow-up, reporting, and troubleshooting.
Monitor completion of evaluations and follow up with faculty and house staff as needed.
Monitor work-hour reporting and follow up to ensure required submissions are completed.
Monitor compliance requirements, including ACLS, BLS, and preliminary training requirements, and follow up with house staff on requirements and forms.
Maintain and renew departmental faculty licenses required for practice and teaching.
Ensure adherence to departmental and university travel guidelines; arrange travel for faculty, residents, and fellows, including hotels, conference registration, airfare, and motor pool requisitions.
Reserve rooms and manage conference and shared-room schedules; assist faculty with meeting coordination.
Provide administrative support for IR section administrative and faculty meetings, including preparing and distributing agendas and minutes.
Use discretion when providing confidential information in accordance with FERPA and patient information guidelines.
Collect and compile information for reports and program communications, conduct informational searches, and use knowledge of related work areas.
Design specialized reports, spreadsheets, and presentations; create, maintain, and update records, information, and databases for department activities.
Provide faculty administrative support in the IR section as needed.