GME Academic Manager - Pediatric Surgery

UPMC; Pittsburgh (Allegheny County); On-site; USD 65,000 - 95,000; Full time

Job summary

University of Pittsburgh Physicians is seeking a full-time GME Academic Manager for the Department of Pediatric Surgery in Pittsburgh. The role coordinates four fellowship programs, handles onboarding, credentialing, scheduling, and educational requirements for fellows, residents, and medical students from multiple institutions.

Hours are Monday–Friday, 8:00am–4:30pm with no evenings or weekends. Prior ACGME experience and academic medical department work are required, with emphasis on

Qualifications

• Previous experience with ACGME and experience working in an academic/medical department is required.

Responsibilities

• Assist program director with residency program budget formulation.
• Process all resident travel and expense reimbursements through the UPMC expense module and purchasing of educational materials.
• Initiate and implement new projects in collaboration with program director, chair, and other fellowship training programs.
• Ensure residency program compliance with policies and procedures of the above organizations.
• Lead the residency/fellowship training program and related staff coordination.
• Maintain residency program budgets.
• Oversee residency applicant interview process using ERAS and file management; pursue process improvements.
• Mentor the departmental fellowship training program coordinators.
• Create evaluation strategies and improve resident and fellow evaluation and competency assessment using the online evaluation system.
• Maintain personnel/performance files and portfolios for residents/fellows and graduates.
• Manage administrative requirements for residents including payroll, benefits, meals, parking, IS, and security documentation.
• Develop and oversee residency/fellowship program policies aligned with hospital and GMEC.
• Prepare accreditation site visits, select applicants, evaluate trainees, write policies, assess outcomes, and handle related issues.
• Develop data systems for residency/fellowship program assessment, accreditation, and reporting (ERAS, ROCS, etc.).
• Establish relationships with GM education alumni to assess outcomes and support continuing medical education and departmental planning.

Skills

ACGME knowledge

Budget management

Residency/fellowship coordination

Leadership and mentorship

Educational administration

Program leadership

Tools

UPMC expense module

Electronic Residency Application Service

OP Log

ROC S system

online evaluation system

Job description

University of Pittsburgh Physicians is hiring a full-time GME Academic Manager to join their Department of Pediatric Surgery!

Our Department of Pediatric Surger, the largest surgical division at Children's Hospital of Pittsburgh, is seeking a highly organized professional to support its robust clinical and graduate medical education programs. This unique position coordinates four fellowship programs, including two ACGME-accredited programs, while overseeing the onboarding, credentialing, scheduling, and educational requirements of fellows, residents, and medical students from both internal and external institutions. The role provides a unique opportunity to make a meaningful impact on the learner experience while supporting the clinical, operational, and educational mission of a large, fast-paced surgical division.

Hours for this position are Monday through Friday, 8:00am to 4:30pm. No evenings, weekends, or holidays required. Previous experience with ACGME and experience working in an academic/medical department is required.

Responsibilities:

• Assist program director with residency program budget formulation.
• Responsible for processing all resident travel and expense reimbursements through the UPMC expense module and the purchasing of educational materials.
• Initiate and implement new projects in collaboration with program director, chair, and other fellowship training programs.
• Ensure that the residency program maintains compliance with policies and procedures of the above organizations.
• Responsible for the comprehensive leadership and coordination of the residency/fellowship training program(s) and related staff of the Department.
• Maintain residency program budgets.
• Responsible for all aspects of the residency applicant interview process with file management via the Electronic Residency Application Service, including process improvement.
• Mentor the departmental fellowship training program coordinators.
• Create evaluation strategies and facilitates ongoing process improvement of resident and fellow evaluation and competency assessment using the comprehensive online evaluation system.
• Maintain comprehensive personnel/performance files (including confidential evaluations and counseling records) and portfolios for residents/fellows and graduates of the training program(s).
• Facilitate and manage implementation of all administrative requirements for resident/fellow trainees including payroll and benefit processing, meal tickets, parking, information systems, and security documentation.
• Develop, maintain, and oversee residency/fellowship program policies and procedures that are consistent and compatible with those adopted by the hospital and GMEC.
• This includes accreditation site visit preparation, applicant selection, trainee evaluation, program evaluation, policy writing, assessment of graduate outcomes, and other issues.
• Develop and/or audit appropriate data systems for residency and fellowship program assessment, accreditation, and reporting, including resident case 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.
• Establish strategies to develop and maintain a relationship with graduate medical education (resident and fellow) alumni in order to assess training program outcomes, coordinate continuing medical education, coordination of Department-wide continuing medical education programs such as Grand Rounds and Alumni Day, support departmental strategic planning, and facilitate fundraising.
• May supervise First and Second Position in the daily coordination of their duties that include the residency/fellowship didactic education programs, online and print evaluation systems, collection of institutional data, recording/reporting of resident work hours for Medicare and accreditation agencies and other related tasks.
• Ensure that residents and fellows meet compliance and annual training requirements as required by the University of Pittsburgh Medical Center, University of Pittsburgh Medical Center Medical Education Program, University of Pittsburgh Physicians, UPMC Hospital and other organizations.
• Assist with development of residency/fellowship program marketing/recruitment strategies.
• 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.