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Academic Manager

  • Job ID: 811020720
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 8:00am - 4:30pm
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 64801 POP28 Administration
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $20.97 to $34.97 / hour


The Department of Cardiothoracic Surgery consists of over 35 cardiothoracic surgeons and more than 170 professional staff members across four divisions: Division of Adult Cardiac Surgery and Heart Transplant, Division of Pediatric Cardiothoracic Surgery, Division of Lung Transplant and Lung Failure, Division of Thoracic and Foregut Surgery. 

Administration of high-level academic affairs for the Department. Emphasis on academic affairs and project management.


  • Contracting and credentialing of faculty. 
  • Organize and assist Chair in conducting semi-annual faculty Reappointment and Promotion Committee meetings. Consult with the chair on list of potential reviews, gathers CV and supporting documentation from reviewers for distribution to committee members; organize all information for the meeting. Coordinate and track all re-appointment letters from Chair/UPP and process these letters. Coordinate/track flow of promotional documentation to the Dean's Office. Update faculty on status of promotion progress or on request for additional information about promotional documentation.
  • Coordinate all paperwork for new International Medical Graduate faculty. Manage the flow of documentation between the IMG faculty candidate, the Dept. and the Department's legal counsel on immigration issues. Review potential IMG faculty candidate's CVs to advise Chair on appropriate visa status. Coordinate all activities of the dept's International Visitor program, including the acquisition of an Institutional License for the visitor. If applicable, assist new IMG faculty member in the acquisition of permanent residency (green card).
  • Coordinate review of volunteer faculty appointments by the department's Reappointment and Promotions Committee. Communicate with volunteer faculty members as needed to update their files. Compose letters of verification and recommendation for the Chair's signature. Compose letters form the Chairman to executive offices in support of the issuance of Institutional Licenses, the appointment of Research Associates and International Visitors, in support of promotions, reappointments, and raises for faculty members, etc.
  • Manage all faculty and research associate/postdoctoral fellow payroll matters. Complete University Employee Record (ER) and UPP Physician Appointment forms, as necessary, to put new faculty members on both the University's and UPP's payrolls. Complete ER and Physician Appointment forms as necessary to make demographic changes. Complete ER and Physician Appointment forms as necessary to make salary adjustments/corrections for pertinent personnel. Track follow of paperwork and documentation to ensure proper payroll procedures for all faculty members.
  • Maintain secondary appointments for faculty. Send supporting documentation and CV to secondary department for signature and processing. Communicate with faculty members about status of their secondary appointments. At the request of faculty members, renew or discontinue secondary Appointments. Renew University volunteer faculty appointments annually.
  • Coordinate faculty recruitment process in accordance with University School of Medicine and UPP policies including initiation of all Pitt/UPP hiring paperwork for new facility. Coordinate affirmative action procedures, vacancy approval, affirmative action, FLSA, FMLA and I9 information.



  • B.A. degree or equivalent experience in an academic/medical department.
  • Excellent verbal and written communication skills, and attention to detail.
  • Requires intellect, maturity and experience to work independently on a variety of simultaneous projects.
  • Requires familiarity with the policies of the University of Pittsburgh, University of Pittsburgh Physicians, and federal and state policies regarding immigration issues.
  • Experience in an academic institution preferred 


Licensure, Certifications, and Clearances:

  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

Total Rewards

More than just competitive pay and benefits, UPMC’s Total Rewards package cares for you in all areas of life — because we believe that you’re at your best when receiving the support you need: professional, personal, financial, and more.

Our Values

At UPMC, we’re driven by shared values that guide our work and keep us accountable to one another. Our Values of Quality & Safety, Dignity & Respect, Caring & Listening, Responsibility & Integrity, Excellence & Innovation play a vital role in creating a cohesive, positive experience for our employees, patients, health plan members, and community. Ready to join us? Apply today.

   Current UPMC employees must apply in HR Direct