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GME Senior Department Manager

  • Job ID: 949830213
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 60609 POP06 CCM CHP
  • Location: 4401 Penn Avenue, Pittsburgh PA 15224
  • Union Position: No
  • Salary Range: $18.24 to $30.32 / hour


University of Pittsburgh Physicians is seeking a full-time GME (Graduate Medical Education) Senior Department Manager to support Pediatric Critical Care Medicine 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. 

This position 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. The GME Senior Department Manager will interface with educational leadership, work directly with fellows, and coordinate multiple educational projects with a wide spectrum of colleagues (fellows, medical students, physicians, etc.). 

Responsibilities also include, but are not limited to, coordinating interviews and other recruitment activities, organizing educational sessions, scheduling lectures and courses, completing onboarding tasks (HR paperwork, licensure, etc.), accrediting, and working through the offboarding process for fellows moving on to their next role.  

The ideal candidate for this position will have exceptional administrative, organization, and time management skills. Previous experience in a medical office, healthcare, program coordinator, and/or academic work setting is a plus, but not a requirement. Strong interpersonal skills and a high level of professionalism are vital qualities for this position, as is the ability to manage multiple projects at once. Proficient computer and Microsoft Office skills are preferred, as well.


  • Responsible for the daily coordination, compliance, and management of all aspects of the Department's Graduate Medical Education primary/core program.
  • Assist the Program Director in coordinating activities with certifying boards and national societies for database reporting, annual reports, etc.
  • Coordinate conferences, grand rounds, outside speakers, and other formal didactic events.
  • Prepare and transcribe letters, memos, and other correspondence for the various program director(s).
  • Assist with marketing and recruitment efforts for the Department, including creating PowerPoint presentations, coordinating advertisements, and developing and editing brochures, flyers, and educational materials.
  • 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/support audits, as necessary.
  • Manage new resident recruitment, matching, orientation, contracting, and hiring processes for the residency or sub-specialty program(s).
  • Responsible for all aspects of credentialing/admissions, facilitating licensure applications, and resolving visa/immigration-related issues via the appropriate UPMC PSD procedures.
  • 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).
  • Assist with financial reporting, including budget preparation, budget monitoring, reimbursements, and disbursements for the residency or sub-specialty program(s).
  • Maintain resident personnel information (including confidential evaluations and counseling records) and monitor appropriate licensure and testing levels.
  • 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.
  • Process or assist in processing resident and fellow payroll.
  • Responsible for the administrative oversight of all regulatory, compliance, and accreditation activities associated with the Department's residency or sub-specialty program(s).
  • 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.
  • Ensure training licensure and malpractice requirements are completed as a precursor to participation in clinical activities.
  • The 24 primary/core programs are identified on the ACEGME and the ABMBS websites.



  • Associate's Degree in Business, Education, or related field AND two years 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 required.
  • 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, organization, and time management skills necessary.
  • Ability to meet deadlines required.

Licensure, Certifications, and Clearances:

  • Act 31 Child Abuse Reporting with renewal
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

UPMC has a Center for Engagement and Inclusion that is charged with executing leading-edge and next-generation diversity strategies to advance the organization’s diversity management capability and its national presence as a diversity leader. This includes having Employee Resource Groups, such as PRIDE Health or UPMC ENABLED (Empowering Abilities and Leveraging Differences) Network, which support the implementation of our diversity strategy. 

UPMC is an Equal Opportunity Employer/Disability/Veteran

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   Current UPMC employees must apply in HR Direct