Medical Education Program Academic Manager - UPMC Washington, Family Medicine Residency Offices

Our Family Medicine Residency Office is seeking a detail‑oriented Medical Education Program Academic Manager to support our physicians, residents, and leadership team. In this essential role, you’ll help ensure credentials, licensure, and compliance requirements are met—allowing our providers to focus on education, patient care, and community impact.

THE PAY SCALE ON THE JOB POSTING IS INCORRECT. THE PAY SCALE RANGE IS $24.32-40.54/HR

Responsibilities:

• Assist the rotation director with residency/medical student/fellowship records and continuing medical education.
• Utilize Residency Management system 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.
• 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.
  
  

Preferred Skillsets: Must be good with computers & familiar/able to learn how to use Teams, Excel, data entry, PowerPoint, Microsoft channels, SharePoint, social media, Canva, minted, electronic forms, surveys/polls etc. Must be highly organized, able to multitask, and comfortable working with Physicians.

Schedule/Travel: Monday-Friday, either 7AM-3:30PM, 8AM-4:30PM or 8:30AM-5PM depending on what is needed by the department. Occasional travel to Pittsburgh or a Conference for the ACGME or UPMC GME may be required. This is an in-person job at the Washington office, but after the 90-day orientation period one day remote will be allowed.

• 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.
  
  

Licensure, Certifications, and Clearances:

• Act 31 Child Abuse Reporting with renewal
• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance with renewal UPMC is an Equal Opportunity Employer/Disability/Veteran