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GME Academic Manager

  • Job ID: 866064937
  • 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: $20.71 to $34.54 / hour


University of Pittsburgh Physicians is seeking a full-time GME Academic Manager to support the Otolaryngology Residency Program at the Eye and Ear Institute at UPMC Presbyterian!


The GME Academic Manager is responsible for residency and fellowship training programs, academic and alumni affairs, evaluation and document coordination, compliance and training regulations, and project management and leadership. This position involves high-level administration in the Department’s Graduate Medical Education academic endeavors, and will be responsible for a wide range of diverse administrative functions.


The GME Academic Manager will ensure 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 Academic 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.

  • Assist program director with residency program budget formulation.
  • Responsible for processing all resident travel and expense reimbursements (through the UPMC expense module) and the purchasing of educational materials.
  • Initiate and implement new projects in collaboration with program director, chair, and other fellowship training programs.
  • Ensure that the residency program maintains compliance with policies and procedures of the above organizations.
  • Responsible for the comprehensive leadership and coordination of the residency/fellowship training program(s) and related staff of the Department.
  • Maintain residency program budgets.
  • Responsible for all aspects of the residency applicant interview process with file management via the Electronic Residency Application Service, including process improvement.
  • Mentor the departmental fellowship training program coordinators.
  • Create evaluation strategies, and facilitate ongoing process improvement of resident and fellow evaluation and competency assessment using the comprehensive online evaluation system.
  • Maintain comprehensive personnel/performance files (including confidential evaluations and counseling records) and portfolios for residents/fellows and graduates of the training program(s).
  • Facilitate and manage implementation of all administrative requirements for resident/fellow trainees, including payroll and benefit processing, meal tickets, parking, information systems, and security documentation.
  • Develop, maintain, and oversee residency/fellowship program policies and procedures that are consistent and compatible with those adopted by the hospital and GMEC.
    • This includes accreditation site visit preparation, applicant selection, trainee evaluation, program evaluation, policy writing, assessment of graduate outcomes, and other issues.
  • Develop and/or audit appropriate data systems for residency and fellowship program assessment, accreditation, and reporting, including resident case entry in the Accreditation Council for Graduate Medical Educations OP Log (procedure reporting), online evaluation system, resident work hour entry into the UPMC Graduate Medical Education ROCS system, and others.
  • Establish strategies to develop and maintain a relationship with Graduate Medical Education (resident and 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.
  • May supervise First and Second Position in the daily coordination of their duties that include the residency/fellowship didactic education programs, online and print evaluation systems, collection of institutional data, recording/reporting of resident work hours for Medicare and accreditation agencies, and other related tasks.
  • Ensure that residents and 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.
  • Assist with development of residency/fellowship program marketing/recruitment strategies.
  • Facilitate submission of all documents for and monitor maintenance of appropriate licensure, visas, and certification of residents/fellows.
  • Maintain budgets and tracking related to trainee stipends and expenditures.


  • Bachelor's Degree OR equivalent experience in an academic/medical department. 
  • This position requires knowledge of the policies and procedures of the University of Pittsburgh, University of Pittsburgh Medical Center Medical Education Program Office of GME, University of Pittsburgh Physicians, 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. 
  • This position requires contact with all of these organizations, both internal and external. 
  • Must be able to initiate work and work independently on a variety of simultaneous projects. 
  • Innovation to solve complex problems. 
  • 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 34

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct