Job Information
UPMC Medical Education Program Sr. Dept Manager- Children's Hospital in Pittsburgh, Pennsylvania
Responsibilities:
Utilize the 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 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 about 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 the information presented for updates to process change and adjustments in work requirements.
Manage the planning and execution of live/virtual meetings, conferences, 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, and 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 completion, employee health reporting requirements, expense approvals, etc.
High School or equivalent and 4 years of experience including 2 years of Medical Education experience in an administrative capacity.
Licensure, Certifications, and Clearances:
Act 31 Child Abuse Reporting with renewal
Act 33 with renewal
Act 34 with renewal
Act 73 FBI Clearance with renewal
UPMC is an Equal Opportunity Employer/Disability/Veteran
UPMC has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy.