Medical Education Program Academic Manager

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UPMC is hiring a Medical Education Program Academic Manager to support the Internal Medicine Residency Program at UPMC Mercy, based at UPMC Medical Education, Forbes Tower, Plaza Level, Suite 140, 3600 Forbes Avenue, Pittsburgh, PA 15213. This leadership role provides administrative support, program management, and oversight for a dynamic graduate medical education program, ensuring compliance with accreditation standards while supporting residents, faculty, and program leadership. The Academic Manager will coordinate program operations, manage workflows, oversee educational activities and special projects, and serve as a key resource for stakeholders. Flexible daylight hours are offered, with occasional evening and weekend work required during peak periods to support fellowship and residency program activities. Remote work is available after the initial 90 days in the role. This position also offers excellent opportunities for professional development and advancement through the GME career ladder, making it an ideal opportunity for a motivated professional looking to grow within academic medicine and medical education.

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. o 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.
• 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:

UPMC is an Equal Opportunity Employer/Disability/Veteran