Medical Education Program Dept Manager - UPMC Harrisburg

Training Program Administrator

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.

Requirements :