GME Sr Dept Manager (Hybrid, Non Supervisory)

UPMC•Pittsburgh, PA

6d•Hybrid

About The Position

The Department of Physical Medicine and Rehabilitation is hiring a full-time GME Senior Department Manager to join their team in Oakland. This is a Hybrid Monday through Friday daylight position with the hours of 8am to 4:30pm. This role is structured to work three days in office, and two days remotely. This role will primarily be responsible for the Residency and Fellowship programs, handling various aspects of Orientation including ordering pagers, lab coats and scrubs, clinical applications through IMS, handling electives, including PLAs, and other duties as assigned. This role is a part of a committed team to providing the educational foundation required for UPMC Residents to become competitive fellowship applicants, academic leaders, and excellent patient care providers. If you are kind, organized, innovative, and intrinsically motived, then this role is for you! Purpose: Under general supervision, this position is responsible for a wide range of diverse administrative functions, ensuring that regulatory and accreditation standards are met, educational activities that support the curriculum are established, departmental procedures and guidelines are created and enforced, and recruitment activities are coordinated and implemented for department/division's residency/fellowship programs. Acts as a liaison between the department, UPMC Physician Services Division, the University of Pittsburgh School of Medicine, the UPMC Graduate Medical Education.

Requirements

Associates degree in business, education or related field required; plus two years of experience in a related area, primarily in an academic program office, or medical setting. A combination of experience and education will be considered.
Knowledge of licensure and visa guidelines required.
Knowledge of Accreditation Council of Graduate Medical Education (ACGME) and continuing education guidelines.
Proficient computer skills including use of the internet, PowerPoint, Excel, spreadsheets, and GME ROCS.
Word and related software required.
Excellent communication, organizational and time management skills necessary.
Ability to meet deadlines required.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Responsible for the daily coordination, compliance and management of all aspects of the Department's graduate medical education primary/core program.
Assist the Program Director in coordinating activities with certifying boards and national societies for database reporting, annual reports, etc.
Coordinate conferences, grand rounds, outside speakers, and other formal didactic events.
Prepare and transcribe letters, memos and other correspondence for the various program director(s).
Assist with marketing and recruitment efforts for the Department including creating PowerPoint presentations, coordinating advertisement and developing and editing brochures, fliers and educational materials.
Serve as the liaison between the medical students and residents, hospital administrators, physicians, UPMC, the University of Pittsburgh and the community-based offices for the residency or sub-specialty program(s).
Perform/support audits as necessary.
Manage new resident recruitment, matching, orientation, contracting and hiring processes for the residency or sub-specialty program(s).
Responsible for all aspects of credentialing/admissions, facilitates licensure application and resolves visa/immigration related issues via the appropriate UPMC PSD procedures.
Ensure that all resident(s)/fellow(s) meet compliance and annual training requirements outlined by UPMCMEP, UPMC, UPP, or other agencies. Responsible for departmental orientation process for resident(s)/fellow(s).
Assist with financial reporting including budget preparation, budget monitoring, reimbursement and disbursements for the residency or sub-specialty program(s).
Maintain resident personnel information (including confidential evaluations and counseling records) and monitors appropriate licensure and testing levels.
Develop and maintain comprehensive administrative support and has primary responsibility for various databases and information collection tools to track resident and fellow performance evaluations, time rotation through GME ROCS, work hours and other key metrics as required by the UPMC Office of Graduate Medical Education and the ACGME.
Process or assist in processing resident and fellow payroll.
Responsible for the administrative oversight of all regulatory, compliance and accreditation activities associated with the Department's residency or sub-specialty program(s).
Maintain current knowledge of compliance and regulatory requirements, and prepares for and coordinates the mid-cycle internal site review and ACME site survey for residency or sub-specialty.
Ensure training licensure and malpractice requirements are completed as a precursor to participation in clinical activities
The 24 primary/core programs are identified on the ACEGME http://www.acgme.org and the ABMBS http://www.abms.org websites.