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GME Department Manager

  • Job ID: 137880868
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 7:30 a.m. to 4 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65882 POP18 Residency Program
  • Location: 4401 Penn Avenue, Pittsburgh PA 15224
  • 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 Pediatric Residency Program at UPMC Children’s Hospital of Pittsburgh!


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 Department/Division's Residency and Fellowship programs. 


The GME Department Manager also acts as a liaison between the department, the UPMC Physician Services Division, the University of Pittsburgh School of Medicine, and UPMC Graduate Medical Education. This position will interface with educational leadership, work directly with residents and administrators, and coordinate multiple educational projects with a wide spectrum of colleagues (fellows, medical students, physicians, etc.). 


Responsibilities for this position also include, but are not limited to, coordinating interview days and recruitment activities for prospective pediatric residents, planning and setting up graduation events (virtual or in-person), verifying information with outside institutions, booking conference rooms and catering orders, scheduling test days for residents for license requirements, tracking continuing education items/training hours, coordinating and assisting with various events (conferences, lectures, etc.), and additional data input and tracking tasks.


The ideal candidate for this position will have exceptional administrative, organizational, and multitasking skills. Previous experience in a medical, healthcare, program coordinator, and/or academic work setting is a plus, but a not a requirement. Strong communication skills and a high level of professionalism are vital qualities for this position, as well. Proficient computer and Microsoft Office skills, specifically in Excel, Word, and Teams, are also strongly preferred.

  • 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 advertisements, and developing and editing brochures, fliers, and educational materials.
  • Ensure that all residents/fellows meet compliance and annual training requirements outlined by UPMCMEP, UPMC, UPP, or other agencies.
  • Responsible for departmental orientation process for residents/fellows.
  • 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 31 Child Abuse Reporting
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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