Medical Education Program Academic Manager - Hematology Oncology Fellowship

UPMC•Pittsburgh, PA

9h•Onsite

About The Position

University of Pittsburgh Physicians is hiring a Full-Time Medical Education Program Academic Manager to help support the Hematology Oncology Fellowship. This role administers the support activities associated with the training program and the program's overall educational environment to facilitate the achievement of defined program objectives. The Academic Manager partners with other program supports and the Program Director in ensuring that the training program is in full compliance with UPMC, UPMC Medical Education (ME), and Accrediting Body (ACMGE, AHSP, CODA, or CPME) policies and procedures. Residencies and Fellowships require different levels of oversight depending on the size of the training program. The scope of this position will support the needs of the training program and the trainees supporting or leading the responsibilities below. The position may also include oversight of other administrative members of the department specific medical education team and will directly supervise a minimum of 2 FTE direct reports.

Requirements

High School or equivalent and 4 years of Medical Education experience, OR a Bachelor's Degree and 2 years of experience in Medical Education required.
Act 34

Responsibilities

Utilize Residency Management system (MedHub) to complete various tasks, including entering rotation schedules, documenting PTO, LOAs, monitoring work hour submissions, uploading required program documentation and policies, and maintaining trainee-specific credentialing documentation.
Prepare and maintain documentation related to program accreditation requirements (e.g., ACGME, ASHP, CODA or CPME) and specialty board requirements. Monitor completion of annual update submissions.
Coordinate and maintain documentation pertaining to the UPMC Medical Education Annual Program Oversight Review (APOR) and anticipated required documents for accrediting body Site Visits.
Monitor the management of trainee, rotation, faculty, and program evaluations, ensuring trainees receive documented evaluations at the end of each rotation (minimum every ninety days for rotations longer than three months).
Coordinate Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings, including scheduling, preparing agendas, meeting materials, program/trainee evaluation analytics, and meeting minutes.
Develop and maintain program recruitment resources such as brochures, PowerPoint presentations, websites, and other social media outlets, maintaining skills to support recruitment in a virtual landscape.
Construct productive working relationships and act as a liaison between trainees, program directors, hospital administration, UPMC ME central team, additional internal departments, staff, and other hospitals.
Regularly attend UPMC ME sponsored meetings and retain knowledge of updates to process changes and adjustments in work requirements.
Manage the planning and execution of live/virtual meetings, conferences, lectures, and other events including recruitment, orientation, and program celebrations, organizing and distributing materials as needed.
Provide UPMC ME with information on incoming trainees for credentialing, new hire contracts, and paperwork (licensing, visas, clearances). Communicate with incoming residents/fellows for timely documentation submission. Complete program-specific hire tasks (computer access, parking, office/phone assignments) and partner with program leadership for new hire orientation.
Submit confirmation of trainee termination (including program completion) to UPMC ME, processing requests for completion certificates and collecting UPMC property.
Process expense submissions for trainees and the department, track program-specific fund utilization, and submit documentation for supplemental pay processing for Clinical Skills Enhancement (CSE) Activities.
Serve as supervisor for UPMC compliance oversight for trainee employment, including mandatory module completion, employee health reporting, and expense approvals.