Job Description

Job Title: Fellowship, Program Manager
Job ID: 669355
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: POP23 SURG Pediatrics
Location: 4401 Penn Avenue, Pittsburgh PA 15224


Are you a dedicated professional interested in building a rewarding career? This is a great position for talented candidates who are enthusiastic about using their skills to make a difference in the world of health care.


This position involves high level administration in the Department's academic affairs. Responsible for multiple fellowship training programs, academic affairs, alumni affairs, and project management and leadership.

  • Assists the program directors with their formulating the annual report for American Board of Obstetricians and Gynecologists.
  • Assists with development of fellowship program marketing/recruitment strategies. Responsible for all aspects of the various fellowship applicant interview processes with file management via the Electronic Residency Application Service, including process improvement.
  • Audit fellow duty hour log entry in the MedHub online system.
  • Collaborates with divisional personnel to assist with maintaining the fellowship didactic education programs.
  • Coordinates educational application process and expenses for those programs offering University of Pittsburgh educational programs. Ensures that all fellows understand their tax and expense responsibilities. Ensures that fellows know when and what applications they must submit. Works with the program directors to coordinate the timing of this education within each fellowship curriculum.
  • Coordinates the awarding of completion certificates' to the non-board and board certifiable programs.
  • Creates evaluation strategies and facilitates ongoing process improvement of fellow evaluation and competency assessment using the comprehensive online evaluation system.
  • Develops, maintains, and oversees fellowship program(s) policies and procedures that are consistent and compatible with those adopted by the hospital and the Graduate Medical Education Committee.
  • Ensures that 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.
  • Ensures that the fellowship programs maintain compliance with policies and procedures of the above organizations.
  • Establishes and maintains appropriate Sharepoint for individual fellowships and information common to all fellowships. This includes designing the structure, establishing fellow portfolios, showing support staff how to upload, access, etc., making sure appropriate access is granted, integrating key fellowship calendar items into the departmental Calendar, integrating key system-wide calendar items into the appropriate calendars, and inputting the common fellowship curriculum calendar.
  • Establishes strategies to develop and maintain a relationship with graduate medical education (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.
  • Facilitates and manages implementation of all administrative requirements for fellow trainees including orientation to the faculty, department and GME office, payroll and benefit processing, parking, information systems, and security documentation.
  • Facilitates submission of all documents for and monitors maintenance of appropriate licensure, visas, certification of all fellows, and completion of Requests for Verification of Training. Work with our administrative office in the payroll/credentialing process for fellows who are being hired as faculty, and for fellows who will be moonlighting.
  • In collaboration with fellowship directors, develops and/or audits appropriate data systems for fellowship program assessment, accreditation, and reporting, including fellows case logging as appropriate for each fellowship.
  • Initiates and implements new projects in collaboration with program directors, chair, and core residency director.
  • Maintains comprehensive personnel/performance files (including confidential evaluations and counseling records) and portfolios for fellows and graduates of the training program(s).
  • Maintains fellowship program spending budgets and tuition scholarship program budget. Assists program directors with fellowship program budget formulation. Maintains budgets and tracking related to trainee stipends and expenditures. Responsible for processing all fellowship travel and expense reimbursements through the UPMC expense module and the purchasing of educational materials.
  • Maintains online and print evaluation systems, collection of institutional data, recording/reporting of fellow work hours for Medicare and accreditation agencies and other related tasks.
  • Responsible for assisting the fellowship program directors with accreditation site visit preparation, applicant selection through the ERAS system, trainee evaluation, program evaluation, policy writing, assessment of graduate outcomes, and other issues.
  • Responsible for the comprehensive leadership and coordination of multiple fellowship training program(s) within the Department
  • Supervise support staff with regards to their responsibilities with their fellowship.
  • Updates and maintain the programs website(s). Manages content and obtains proper information from the faculty and fellows on a monthly basis including any research presentations publications, and other relevant divisional accomplishments.


  • High School Diploma and five years of experience OR 
  • Bachelors degree and three years of experience in an increasingly responsible role in an academic office or medical setting. 
  • Experience in a medical education program office is preferred. 
  • Preferred knowledge of the policies of Medical Education Program(s) Office of GME, the Accreditation Council for Graduate Medical Education, the Electronic Residency Application Service, the National Resident Matching Program, related specialty boards and other academic and governmental organizations. 
  • Must be able to initiate work and work independently on a variety of simultaneous projects. 
  • The position requires innovation to solve complex problems. 
  • The position requires excellent verbal and written communication skills, attention to detail, and forward planning. 
  • Must possess excellent interpersonal skills and a system-wide focus.

Licensure, Certifications, and Clearances:
  • Act 33 Child Clearance with Renewal
  • Act 34 Criminal Clearance with Renewal
  • Act 73 FBI Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $17.11 to $28.43

Union Position: No

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