Job Description

Job Title: Residency Program Coordinator - Cardiothoracic Surgery
Job ID: 61047795
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: 64801 POP28 Administration
Location: 200 Lothrop St, Pittsburgh PA 15213


University of Pittsburgh Physicians is seeking a full-time Residency Program Coordinator to support the Division of Cardiothoracic Surgery at UPMC Presbyterian!

The Residency Program Coordinator performs and integrates the administrative aspects of assigned areas, and acts as a liaison between the Department, UPMC Physician's Services Division, the University of Pittsburgh School of Medicine, the UPMC Graduate Medical Education Office, and the community-based faculty involved in the various programs.

Duties for this position include, but are not limited to, assisting with all recruitment activities (setting up interviews, schedules, etc.), tracking resident duty hours and activities, managing the on-call schedule, tracking compliance and licensure information, and creating and managing the Resident rotation services schedule.

The ideal candidate for this position will have previous Graduate Medical Education experience, or previous experience working in a healthcare and/or academic organization. Exceptional calendar management and scheduling skills are strongly preferred, as are proficient computer and Microsoft Office skills. A working knowledge of MedHub is a major plus. 

  • Responsible for managing all aspects of the Continuing Medical Education (CME) programs sponsored by the University of Pittsburgh Center for Continuing Education in the Health Science, to include Grand Rounds, Patient Safety Conferences, Alumni Day, and other educational events sponsored by the Department. 
    • These responsibilities include managing the process of filing the CME application with CME office, including collecting all required documents and attachments, and preparing the application for filing. 
    • Securing locations and overseeing all event logistics (eg, catering, audiovisual tech support, hotels, faculty dinners, travel reimbursements, honorarium payments).  
    • Planning and ordering all print collateral, including brochures, syllabus, and name tags.  
    • Overseeing the marketing of the event, including mailings and email blasts.  
  • Maintaining budget records for all expenses and revenue.  
  • Recording quarterly CME attendance of participants using the University's on-line system.
  • Coordinate Departmental Alumni relations, including ongoing contact, graduate outcome data to submit to residency accreditors, organized activities (social and educational), and fundraising.
  • Facilitate submission of all documents for and monitors maintenance of appropriate licensure and certification of residents.
  • Maintain databases and information collection tools to track resident statistics, including medical student ratings of residents, resident compliancy with medical records, and resident clinical experiences.
  • Coordinate Resident Didactics, including presenters' booking/confirmation/reminders, room/food reservation, juggling schedule to accommodate changes, attendee reminders, distribution of didactic materials, and maintain attendance using an on-line system. 
  • Create and distribute weekly didactic schedule by email maintaining an up-to-date distribution list.
  • Maintain SharePoint calendar with events.
  • Coordinate multiple committee meetings for program director, including scheduling, room reservation, email of minutes, and meeting materials.
  • Assist with financial reporting, including budget preparation, budget monitoring, reimbursements, and disbursements for the specialty or subspecialty program(s), including processing eVouchers for travel reimbursements for program director utilizing the appropriate account.
  • Perform daily coordination of one or more of the Department's graduate medical education specialty or subspecialty program(s).
  • Assist with new resident recruitment, matching, orientation, contracting, and hiring processes for the specialty or subspecialty program(s).
  • Process resident/fellow supplemental pay and assist in resident/fellow payroll.
  • Serve as the liaison between the medical students and residents, hospital administrators, physicians, UPMC, the University of Pittsburgh, and the community based offices for the specialty or subspecialty program(s).
  • Prepare and transcribe letters, memos, and other correspondence for program director or assistant program director.
  • Photocopy, file, mail, order supplies, and other general office responsibilities.


  • Bachelor's Degree in business, education, or related field preferred. 
  • Seven years experience in a related area, primarily in an academic program office or medical setting, OR
  • Equivalent combination of education and experience. 
  • Knowledge of licensure and visa guidelines required. 
  • Knowledge of Accreditation Council of Graduate Medical Education (ACGME) and continuing education guidelines. 
  • Proficient computer skills, including use of the internet, PowerPoint, Excel, spreadsheets, Word, and related software required. 
  • Excellent communication, organizational, and time management skills necessary. 
  • Ability to meet deadlines required.
  • Working knowledge of MedHub is a major plus. 

Licensure, Certifications, and Clearances:
  • Act 34

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

    Salary Range: $17.62 to $29.28 / hour

    Union Position: No

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