Medical Education Program Academic Manager

Medical Education Program Academic Manager

UPMC Department of GIM Medical Education is hiring a full-time Medical Education Program Academic Manager to join their team in Oakland, PA! In this position, you will work Monday-Friday from 8 : 00am-4 : 30pm, with schedule flexibility dependent on academic year calendar.

Working in a Graduate Medical Education (GME) department offers a unique opportunity for personal and professional growth in a collaborative working environment while working closely with physician teaching facilities, residents / fellows and other departments. This position is part of the largest GME training programs in the UPMC GME system.

Flexible and remote work options available dependent on academic calendar.

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. 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.
• This position involves high level administration in Department of Medicine academic affairs.
• Responsible for management of General Internal Medicine residency and fellowship training programs.
• Ensures and oversees GIM Training programs maintaining compliance with residency and fellowship program accreditation policies and annual training requirements and that are consistent and compatible with those adopted by the University of Pittsburgh Medical Center, University of Pittsburgh Medical Center Medical Education Program, University of Pittsburgh Physicians, UPMC Hospital and other accreditation organizations.
• Responsible for all aspects of the residency and fellowship applicant interview process with file management via the Electronic Residency Application Service, including process improvement.
• Oversight and audit appropriate data systems for residency and fellowship program assessment, accreditation, and reporting, including trainee entry in the Accreditation Council for Graduate Medical Educations OP Log (procedure reporting), online evaluation system, resident work hour entry into the UPMC Graduate Medical Education ROCS system, and others. Facilitate submission of all documents for and monitors maintenance of appropriate licensure, visas and certification of residents / fellows.
• Maintain budgets and tracking related to trainee stipends and expenditures.
• Serve as liaison with program directors, trainees, and GME leadership.

Qualifications :