Fellowship, Program Manager

UPMC Department of Medicine Endocrinology Division is hiring a full-time Fellowship, Program Manager to join their team in Oakland, PA. In this position, you will primarily work Monday-Friday during daylight hours in addition to occasional evening/weekend hours when attending events. 

You will work with the UPMC Graduate Medical Education (GME) office to ensure compliance with various federal, state, and local regulations for the fellowship programs in addition to working directly with the fellows. You will administer responsibilities in MedHub and will assist administrative support personal regarding tasks associated with the Obesity Fellowship program.

Responsibilities:

• Initiates and implements new projects in collaboration with program directors, chair, and core residency director.
• Responsible for the comprehensive leadership and coordination of multiple fellowship training program(s) within the Department
• 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.
• 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.
• 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.
• Collaborates with divisional personnel to assist with maintaining the fellowship didactic education programs.
• 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.
• 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.
• Assists the program directors with their formulating the annual report for American Board of Obstetricians and Gynecologists.
• Creates evaluation strategies and facilitates ongoing process improvement of fellow evaluation and competency assessment using the comprehensive online evaluation system.
• 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.
• 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.
• 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.
• Supervise support staff with regards to their responsibilities with their fellowship.
• 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.
• 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 the fellowship programs maintain compliance with policies and procedures of the above organizations.
• 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.
• 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.
• 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.
• Coordinates the awarding of completion certificates’ to the non-board and board certifiable programs.