Medical Education Program Dept Manager

UPMC•Harrisburg, PA

About The Position

The Medical Education Program Dept Manager oversees two graduate medical education programs: internal medicine and hematology oncology. The role is responsible for administrative activities that support the training programs and their educational environments, helping them achieve program objectives and comply with UPMC, UPMC Medical Education (ME), and applicable accrediting-body policies and procedures. At least 50% of the position’s time is devoted to supporting the training programs and trainees. The work is independent, with a supportive team available, and primarily supports Community hospital with occasional travel to Harrisburg hospital. The schedule is Monday through Friday, 7:00 a.m. to 3:30 p.m., with flexibility and occasional evening meetings. Weekends and holidays are not required. The position requires a high school diploma or equivalent and two years of administrative experience, or a bachelor’s degree. Strong administrative experience is preferred. Act 34 is listed under licensure, certifications, and clearances.

Requirements

High school diploma or equivalent and two years of administrative experience, or a bachelor’s degree.
Act 34 clearance.

Nice To Haves

Strong administrative background or experience.

Responsibilities

Use the Residency Management system (Med Hub) for tasks such as entering rotation schedules, documenting PTO and leaves of absence, monitoring trainee work-hour submissions, uploading program documents and policies, and maintaining trainee credentialing documentation.
Prepare and maintain documentation for program accreditation and specialty board requirements.
Monitor annual update submissions, including Web ADS Annual Update, ACGME milestones and surveys, and AMA FREIDA.
Coordinate and maintain documentation for the UPMC Medical Education Annual Program Oversight Review and accrediting-body site visits.
Monitor trainee, rotation, faculty, and program evaluations, and ensure trainees receive documented evaluations at the end of rotations and at least every 90 days for rotations longer than three months.
Coordinate Program Evaluation Committee and Clinical Competency Committee meetings, including scheduling, agendas, materials, analytics, and minutes.
Develop and maintain recruitment resources, including brochures, presentations, websites, and social media materials, and maintain relevant skills for recruitment in a primarily virtual environment.
Build productive working relationships and serve as a liaison among trainees, program directors, hospital administration, UPMC ME, internal departments, staff, and other hospitals as needed.
Attend UPMC ME-sponsored meetings and retain information relevant to process changes and work requirements.
Plan and execute live and virtual meetings, conferences, lectures, recruitment activities, orientations, and program celebrations; organize and distribute materials.
Provide UPMC ME with incoming trainee information needed for credentialing, contracts, and new-hire paperwork, including licensing, visas, and clearances; communicate with incoming trainees to ensure timely submission.
Complete program-specific new-hire tasks, such as computer access, parking, office, and phone assignments, and coordinate program-specific orientation with program leadership.
Submit trainee termination and program-completion confirmations to UPMC ME, process completion-certificate requests, and collect UPMC property such as badges, laptops, and pagers.
Process trainee and department expenses and track program-specific fund use.
Submit documentation for supplemental pay processing as needed for Clinical Skills Enhancement activities.