Medical Education Program Academic Manager

UPMC•Pittsburgh, PA

18d•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. This role is based at UPMC Presbyterian Hospital, with typical one work-from-home day per week, flexible with the academic year schedule. 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. A Graduate Medical Education career path can lead to career growth and leadership roles within various academic settings.

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.
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

Nice To Haves

Previous experience with academic medicine or healthcare administration
Knowledge of ACGME accreditation requirements, accreditation requirements, and reporting requirements

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 or at a minimum of every ninety (90) days for longer rotations.
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 information presented for 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 required for the credentialing process, for issuance of a new hire contract and paperwork (including 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 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 and collection of UPMC property.
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 mandatory module completion, employee health reporting requirements, and expense approvals.