Medical Education Program Dept Manager

UPMC; Harrisburg (Dauphin County); On-site; USD 65,000 - 100,000; Full time

Job summary

UPMC Community is seeking a Medical Education Program Dept Manager to oversee graduate medical education programs, including internal medicine and hematology-oncology. The role combines independent work with a supportive team and emphasizes strong administrative experience.

The position schedules Monday–Friday, 7:00 am–3:30 pm with occasional evenings and no weekends; travel to Harrisburg is possible. You will manage documentation, accreditation, and trainee records to ensure compliance across

Qualifications

• Experience managing graduate medical education programs is preferred.
• Ability to handle a wide range of administrative tasks with minimal supervision.
• Familiarity with accreditation processes and reporting requirements.

Responsibilities

• Oversee two programs: internal medicine and hematology-oncology.
• Maintain documentation related to accreditation (ACGME, ASHP, CODA, CPME) and board requirements.
• Coordinate PEC and CCC meetings, agendas, materials, and minutes.
• Monitor trainee evaluations and ensure timely completion after each rotation.
• Support recruitment resources and program recruitment activities.
• Facilitate orientation, live/virtual meetings, and program events.

Skills

Administrative experience

Strong organizational skills

Education

High School or equivalent

Bachelor’s degree

Tools

Med Hub

Job description

UPMC Community is looking for a new Medical Education Program Dept Manager to oversee their graduate medical education programs. This position will manage two separate programs - internal medicine and hematology oncology program. This work is very independent but has a supportive team to lean on. It is preferred that this applicant needs to have strong administrative experience.

Schedule

Monday – Friday from 7:00 am – 3:30 pm, schedule is flexible. Occasional evening meetings. No weekends or holidays!

This position will mainly support Community hospital with occasional travel to Harrisburg hospital.

Purpose

Responsible for a wide range of administrative activities associated with the training program and the program’s overall educational environment to facilitate the achievement of defined program objectives. Partners with other program support areas and the Program Director to ensure that the training program is in full compliance with UPMC, UPMC Medical Education (ME), and Accrediting Body (ACMGE, AHSP, CODA, or CPME) policies and procedures. Residencies and Fellowships require different levels of oversight depending on the size of the training program. The scope of this position will spend a minimum of 50% of time in supporting the needs of the training program and the trainees supporting or leading the responsibilities below. Additional administrative duties within the department not related to UPMC ME will be outlined in the position specific responsibilities.

Responsibilities

• Utilize Residency Management system (Med Hub) to complete various tasks.
• Tasks may include entering rotation schedules, documenting PTO, LOAs, etc. in lieu of Kronos, monitoring work hour submissions by trainees, uploading required program documentation and policies, maintaining resident/fellow 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., Web ADS Annual Update, ACGME milestones, ACGME Trainee 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 trainees 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 trainee and department and track utilization of program specific funds.
• Submit documentation for supplemental pay processing as necessary for Clinical Skills Enhancement (CSE) Activities.

• High School or equivalent and 2 years of administrative experience
  • or a Bachelor’s degree.
• A strong admistrative background/experience is preferred.

Licensure, Certifications, and Clearances

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran