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Manager, Academic & Administrative Operations

  • Job ID: 712991905
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 64501 POP25 HVI Administration
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $21.91 to $37.83 / hour


University of Pittsburgh Physicians is seeking a full-time Manager of Academic & Administrative Operations to support UPMC Heart and Vascular Institute Administration at UPMC Presbyterian!

This position will support both adult and pediatric divisions of Cardiology and Cardiac Surgery within the UPMC Heart and Vascular Institute!

The Manager of Academic & Administrative Operations will oversee the coordination of paperwork and documents related to the recruitment, enrollment, onboarding, and credentialing of faculty members and Allied Health Professionals. This position will also prepare academic appointments and promotional paperwork, and will supervise to ensure that all clinical faculty have obtained and maintained appropriate medical privileges throughout UPMCHS area hospitals.

Additional responsibilities include, but are not limited to, reviewing and processing submissions for contracts, partnering with Human Resources for onboarding procedures, reviewing and managing payroll for faculty and staff, compiling and reviewing data, and interacting with multiple universities, medical staff services (within and outside UPMCHS), State Boards, and the Dean's office of the School of Medicine.

This individual must be very organized, professional, and able to work independently with minimal supervision in a fast-paced work environment. Excellent verbal and written communication skills are vital to this role, as is an understanding of employment laws to comply with legal requirements for hiring, termination, and payroll processing. Excellent interpersonal, planning, documentation, and problem-solving abilities are desired, as well.


  • Will supervise project coordinator and clerical staff.
  • Maintains effective working relationships with physicians and staff to maximize their compliance.
  • Facilitates working relationships among all members of the healthcare team.
  • Obtains clinical privileges for faculty and allied health professionals at all area hospitals.
    • Ensures these do not lapse.
  • Must be able to suggest methods and procedures to improve departmental operations.
  • Prepares offer letters for post-doctoral associates and health research staff.
  • Must coordinate all visa paperwork with Department of Medicine and Office of International Services.
  • Provides general human resources services to the faculty and staff, i.e. FMLA, benefits information, policies and procedures related to discipline, performance improvement, job descriptions, and performance evaluations.
  • Prepares and coordinates paperwork related to initial faculty recruitment, faculty and allied health professionals' credentialing, and enrollment.
  • Ensures that work meets deadlines and standards of quality and accuracy.
  • Serves as liaison to other hospital departments to assist with process and workflow improvement.
  • Puts together faculty dossiers for academic promotions.
  • Must be familiar with policies and procedures for faculty promotions and tenure.
  • Must be familiar with UPP and University of Pittsburgh payroll policies and procedures.
  • Is responsible for payroll management for faculty and staff.
  • Must know UPP and University of Pittsburgh staff policies and procedures.
  • Will be responsible to approve and sign off Kronos and Prismtrks.
  • Works closely and communicates with UPMCHS and the University of Pittsburgh Payroll.
  • Must be well versed in UPP and University of Pittsburgh time and attendance policies.




  • Bachelor's Degree in Health Care Administration, Business, or related field required.
  • Experience in a healthcare setting or other professional-related field is required.
  • Prior human resources experience is a plus.
  • Proficient Excel skills preferred.
  • Previous experience with Teams is a plus. 

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