Academic Support Coordinator

UPMC; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

University of Pittsburgh Physicians seeks a full-time Academic Support Coordinator to join the Residency Program in Oakland, PA. Work hours are Monday–Friday 8:30am–5:00pm with some evenings for events.

The role involves coordinating administrative support, liaising with GME and the Residency Director, and handling credentialing, interviews, and records across Pitt and UPP. Five years' executive support or advanced secretarial experience is required, along with strong communication and excellent

Qualifications

• Five years of executive support or advanced secretarial experience.
• Experience in an academic center or health care environment preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Coordinate administrative support activities for the Residency Program.
• Assist with applicant interviews, scheduling, and communications.
• Maintain faculty files and manage licensure processes.
• Process expense reports and credentialing tasks as needed.
• Serve as liaison between GME Office, Program Director and residents.

Skills

Executive support

Communication skills

Organizational skills

Interpersonal skills

Independent judgment

Excel proficiency

Education

High school diploma or equivalent

Tools

PeopleSoft

Spreadsheet software

Job description

University of Pittsburgh Physicians is hiring a full-time Academic Support Coordinator to join their team in Oakland, PA! In this role you will work Monday-Friday from 8:30am-5:00pm, but will need some flexibility to work evenings based on recruitment and graduation events throughout the year. You will work at Scaife Hall, but at times will also complete tasks throughout the Oakland area and may need to go between different buildings within this area.

Purpose:

Manage and coordinate administrative support activities of the Residency Program under the general direction of the Program Director. Act as the liaison between System Graduate Medical Education (GME) Office, Program Director and resident.

Responsibilities:

Assist in coordination and tracking of physician annual mandatory requirements, including: OSHA, Safety Training, HIPAA training, Orientation attendance, Compliance Training, Diversity Training, Conflict of Interest, etc.

Demonstrate a positive attitude characterized by professional, caring and respectful behavior towards customers, i.e. patients, physicians, staff and co-workers. Demonstrate the Principles of Service Excellence at all times.

Assist with appointment and reappointment process.

• Responsible for oversight and maintenance of faculty files (current and former faculty).
• Oversee DEA and PA medical license process.
• Perform administrative support for immigration and visa matters for both Pitt and UPP.
• Recruiting for the Pathology Residency Program including scheduling all interviews, creating Teams meetings, and being the primary point of contact for interested Residency candidates.
• Maintaining evaluation system for residency and fellowship program.
• Submitting expense reports for conferences and residency education funds.
• Responsible for ordering through PeopleSoft for the residency program.
• High school graduate or equivalent.
• 5 years of executive support experience or 5 years of advanced secretarial experience.
• Experience in an academic center or health care environment preferred including credentialing, medical staff office duties and enrollments.
• Knowledge of spreadsheet software packages is required.
• Excellent oral and written communication skills are required.
• High level of independent judgment and initiative is required.
• Excellent organizational skills.
• Strong interpersonal, organization and communication skills.

Licensure, Certifications and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran