Medical Education Program Academic Manager

UPMC•Pittsburgh, PA

5d•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 databases and reporting systems is preferred but not required. Purpose: This position involves high level administration in the Department's academic affairs. Responsible for residency and fellowship training programs, academic affairs, alumni affairs, and project management and leadership.

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

Nice To Haves

Previous experience with databases and reporting systems is preferred but not required.

Responsibilities

Performs in accordance with system-wide competencies/behaviors.
Performs other duties as assigned.
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.
Coordinate Program Evaluation Committee (PEC) and Clinical Competency Committee (CCC) meetings including scheduling, preparing agenda, meeting materials, program/trainee evaluation analytics, and meeting minutes.
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.
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.
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.
Monitor the management of trainee, rotation, faculty, and program evaluations.
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.
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).
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.
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.
Regularly attend UPMC ME sponsored meetings and retain knowledge of information presented for updates to process change and adjustments in work requirements.
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.
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).
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.