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GME Department Manager - Otolaryngology Residency Program

  • Job ID: 759344852
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65601 POP16 ENT Administration
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $17.05 to $27.07 / hour


University of Pittsburgh Physicians is seeking a full-time GME (Graduate Medical Education) Department Manager to support the Otolaryngology Residency Program at the Eye and Ear Institute at UPMC Presbyterian!

Under general supervision, this position is responsible for a wide range of diverse administrative functions, ensuring that regulatory and accreditation standards are met, educational activities that support the curriculum are established, departmental procedures and guidelines are created and enforced, and recruitment activities are coordinated and implemented for the Division's Residency program. 


This position requires the ability to work with a wide spectrum of people in Medical Education, including medical students, residents, fellows, physicians, and researchers. Serving as the program coordinator, this role is crucial to maintaining the smooth operation of the educational mission of the Division, and is involved in promoting the Ear, Nose, & Throat/Otolaryngology Division within and outside the University of Pittsburgh. The GME Department Manager also acts as a liaison between the department, UPMC Physician Services Division, the University of Pittsburgh School of Medicine, and UPMC Graduate Medical Education.


The ideal candidate for this position will have exceptional administrative, organizational, and multitasking skills. Previous experience in a GME and/or medical academic work setting is strongly preferred. Strong communication skills and a high level of professionalism are vital qualities for this position, as well.

  • Coordinate conferences, grand rounds, outside speakers, and other formal didactic events.
  • Perform/support audits as necessary.
  • Maintain current knowledge of compliance and regulatory requirements, and prepare for and coordinate the mid-cycle internal site review and ACME site survey for residency or sub-specialty.
  • Maintain resident personnel fields (including confidential evaluations and counseling records) and monitor appropriate licensure and testing levels.
  • Prepare and transcribes letters, memos, and other correspondence for the various program director(s).
  • Assist the Program Director in coordinating activities with certifying boards and national societies for database reporting, annual reports, etc.
  • Responsible for all aspects of credentialing/admissions, facilitating licensure applications, and resolving visa/immigration related issues via the appropriate UPMC PSD procedures.
  • Responsible for the administrative oversight of all regulatory, compliance, and accreditation activities associated with the Department's residency or sub-specialty program(s).
  • Assist with marketing and recruitment efforts for the Department, including creating PowerPoint presentations, coordinating advertisement, and developing and editing brochures, fliers, and educational materials.
  • Ensure that all resident(s)/fellow(s) meet compliance and annual training requirements outlined by UPMCMEP, UPMC, UPP, or other agencies.
  • Responsible for departmental orientation process for resident(s)/fellow(s).
  • Develop and maintain comprehensive administrative support, and has primary responsibility for various databases and information collection tools to track resident and fellow performance evaluations, time rotation through GME ROCS, work hours, and other key metrics (as required by the UPMC Office of Graduate Medical Education and the ACGME).
  • Manage new resident recruitment, matching, orientation, contracting, and hiring processes for the residency or sub-specialty program(s).
  • Assist with financial reporting, including budget preparation, budget monitoring, reimbursements, and disbursements for the residency or sub-specialty program(s).
  • Process or assist in processing resident and fellow payroll.
  • Responsible for the daily administration of one or more of the Department's graduate medical education residency or sub-specialty program(s).
  • 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 residency or sub-specialty program(s).
  • Perform in accordance with system-wide competencies/behaviors.
  • Ensure training licensure and malpractice requirements are completed as a precursor to participation in clinical activities.


  • Associate's Degree required AND one year of experience in a related area, primarily in an academic program office or medical setting. 
  • A combination of experience and education will be considered. 
  • Bachelor's degree preferred. 
  • Knowledge of licensure and visa guidelines preferred. 
  • Knowledge of Accreditation Council of Graduate Medical Education (ACGME) and continuing education guidelines.  
  • Proficient computer skills, including use of the internet, PowerPoint, Excel, spreadsheets, and GME ROCS. 
  • Word and related software required. 
  • Excellent communication, organizational, and time management skills necessary. 
  • Ability to meet deadlines required.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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       Current UPMC employees must apply in HR Direct