Medical Education Program Academic Manager

UPMC•Pittsburgh, PA

6h•Hybrid

About The Position

University of Pittsburgh Physicians is hiring a Full-Time Medical Education Program Academic Manager to help support Internal Medicine Residency, Department of General Internal Medicine. Hours: Monday-Friday, 8:30 am to 4:30 pm. No evenings or weekends. Location: UPMC Presbyterian Hospital. Typically, one work from home day per week, flexible with academic year schedule. Department Details: Working in a Graduate Medical Education department offers a unique opportunity for personal and professional growth in a collaborative working environment working closely with physician teaching faculty, residents/fellows and other departments. Graduate Medical Education career path can lead to career growth and leadership roles within various academic settings. Previous experience with the following is preferred, but not required: Experience with academic medicine or healthcare administration Knowledge of ACGME accreditation requirements, accreditation requirements, and reporting requirements Strong organizational and time-management skills, ability to work independently and with multi-disciplinary teams Ability to prioritize multiple deadlines in a fast-paced academic environment Excellent written and verbal skills. High attention to detail. Maintaining accuracy and confidentiality of records Purpose: Administers the support activities associated with the training program and the program's overall educational environment to facilitate the achievement of defined program objectives. 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.

Nice To Haves

Experience with academic medicine or healthcare administration
Knowledge of ACGME accreditation requirements, accreditation requirements, and reporting requirements
Strong organizational and time-management skills, ability to work independently and with multi-disciplinary teams
Ability to prioritize multiple deadlines in a fast-paced academic environment
Excellent written and verbal skills. High attention to detail. Maintaining accuracy and confidentiality of records

Responsibilities

Utilize Residency Management system (MedHub) to complete various tasks. Tasks may include entering rotation schedules, documenting PTO, LOAs, etc. in lieu of Kronos, monitoring work hour submissions by residents/fellows, uploading required program documentation and policies, maintaining trainee specific credentialing documentation, etc.
Prepare and maintain documentation related to program accreditation requirements (e.g., ACGME, ASHP, CODA or CPME) as well as specialty board requirements. Monitor completion of annual update submissions (e.g., WebADS Annual Update, ACGME milestones, ACGME Resident/Fellow and Faculty Surveys, AMA FREIDA).
Coordinate and maintain documentation pertaining to the UPMC Medical Education Annual Program Oversight Review (APOR) and anticipated required documents that will be requested during accrediting body Site Visits.
Monitor the management of trainee, rotation, faculty, and program evaluations. o Ensure trainees receive documented evaluations at the end of each rotation. If rotations are longer than three (3) month periods, a trainee must have documented evaluations at a minimum of every ninety (90) days.
Coordinate Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings including scheduling, preparing agenda, 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 as necessary. Maintain skills and knowledge needed to remain competitive and support recruitment efforts in a primarily 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, as necessary.
Regularly attend UPMC ME sponsored meetings and retain knowledge of information presented for updates to process change and adjustments in work requirements.
Manage the planning and execution of live/virtual meetings, conference, lectures, and other events including recruitment, orientation, and program celebrations. Organize, prepare, and distribute materials as needed.
Provide UPMC ME with information on incoming trainees required in the credentialing process, for issuance of a new hire contract and paperwork (including but not limited to items such as licensing, visas, and clearances). Communicate with incoming residents/fellows to ensure timely submission of documentation for hire. Complete all program specific tasks associated with hire (e.g., computer access requests, parking applications, office/phone assignments) and partner with program leadership to provide program specific new hire orientation.
Submit confirmation of trainee termination (including program completion) to UPMC ME including processing requests for completion certificates, collection of UPMC property (e.g., identification badges, laptops, pagers).
Process expense submissions for the trainees and department and track utilization of program specific funds. Submit documentation for supplemental pay processing as necessary for Clinical Skills Enhancement (CSE) Activities.
Serve as supervisor for UPMC compliance oversight for trainee employment including but not limited to mandatory module complete, employee health reporting requirements, expense approvals, etc.