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Fellowship, Program Manager

  • Job ID: 435429286
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: Monday - Friday, Daylight
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65082 POP10 Residency Program
  • Location: 3459 Fifth Avenue, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $18.24 to $30.32 / hour


University of Pittsburgh Physicians Division is currently hiring a Regular, Full-Time Fellowship, Program Manager to support the Department of General Internal Medicine fellowship programs! Our team works closely with the various medicine fellowship programs trainees, faculty, and staff in providing an outstanding learning environment. 

Duties for this position include but are not limited to, managing accreditation requirements and processes, working closely with the Fellowship Program Directors in the development and impltementation of curriculum for fellowship programs and overseeing the recruitment, onboarding and orientation of new fellows. 

This position involves high level administration in the Department's academic affairs. Responsible for multiple fellowship training programs, academic affairs, alumni affairs, and project management and leadership.


  • Initiates and implements new projects in collaboration with program directors, chair, and core residency director.
  • Responsible for the comprehensive leadership and coordination of multiple fellowship training program(s) within the Department
  • Facilitates and manages implementation of all administrative requirements for fellow trainees including orientation to the faculty, department and GME office, payroll and benefit processing, parking, information systems, and security documentation.
  • Assists with development of fellowship program marketing/recruitment strategies. Responsible for all aspects of the various fellowship applicant interview processes with file management via the Electronic Residency Application Service, including process improvement.
  • Audit fellow duty hour log entry in the MedHub online system.
  • Maintains online and print evaluation systems, collection of institutional data, recording/reporting of fellow work hours for Medicare and accreditation agencies and other related tasks.
  • Collaborates with divisional personnel to assist with maintaining the fellowship didactic education programs.
  • Responsible for assisting the fellowship program directors with accreditation site visit preparation, applicant selection through the ERAS system, trainee evaluation, program evaluation, policy writing, assessment of graduate outcomes, and other issues.
  • Updates and maintain the programs website(s). Manages content and obtains proper information from the faculty and fellows on a monthly basis including any research presentations publications, and other relevant divisional accomplishments.
  • Assists the program directors with their formulating the annual report for American Board of Obstetricians and Gynecologists.
  • Creates evaluation strategies and facilitates ongoing process improvement of fellow evaluation and competency assessment using the comprehensive online evaluation system.
  • Coordinates educational application process and expenses for those programs offering University of Pittsburgh educational programs. Ensures that all fellows understand their tax and expense responsibilities. Ensures that fellows know when and what applications they must submit. Works with the program directors to coordinate the timing of this education within each fellowship curriculum.
  • In collaboration with fellowship directors, develops and/or audits appropriate data systems for fellowship program assessment, accreditation, and reporting, including fellows case logging as appropriate for each fellowship.
  • Facilitates submission of all documents for and monitors maintenance of appropriate licensure, visas, certification of all fellows, and completion of Requests for Verification of Training. Work with our administrative office in the payroll/credentialing process for fellows who are being hired as faculty, and for fellows who will be moonlighting.
  • Supervise support staff with regards to their responsibilities with their fellowship.
  • Establishes strategies to develop and maintain a relationship with graduate medical education (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.
  • Develops, maintains, and oversees fellowship program(s) policies and procedures that are consistent and compatible with those adopted by the hospital and the Graduate Medical Education Committee.
  • Ensures that the fellowship programs maintain compliance with policies and procedures of the above organizations.
  • Maintains comprehensive personnel/performance files (including confidential evaluations and counseling records) and portfolios for fellows and graduates of the training program(s).
  • Maintains fellowship program spending budgets and tuition scholarship program budget. Assists program directors with fellowship program budget formulation. Maintains budgets and tracking related to trainee stipends and expenditures. Responsible for processing all fellowship travel and expense reimbursements through the UPMC expense module and the purchasing of educational materials.
  • Establishes and maintains appropriate Sharepoint for individual fellowships and information common to all fellowships. This includes designing the structure, establishing fellow portfolios, showing support staff how to upload, access, etc., making sure appropriate access is granted, integrating key fellowship calendar items into the departmental Calendar, integrating key system-wide calendar items into the appropriate calendars, and inputting the common fellowship curriculum calendar.
  • Ensures that 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.
  • Coordinates the awarding of completion certificates' to the non-board and board certifiable programs.
  • Support Department of Medicine, Office of Education and General Internal Medicine educational initiatives.
  • Coordinates and manages fellows monthly, quarterly and annual evaluations; including sending out forms, collecting forms and data entry.
  • Point contact person throughout the year for fellows and provides general clerical and administrative support as needed.
  • Works closely with the program director to prepare for site surveys (internal and external) including preparing annual documents required for accreditation and compliance for both fellowship programs.
  • Responsible for all ACGME Accreditation compliance tasks.
  • Works with the program director for the General Internal Medicine Fellowship to provide administrative support for the program.
  • Coordinate complete orientation for all incoming Hospice and Palliative Medicine (HPM) Fellows which includes the Program Orientation sessions as well.
  • Responsible for managing recruitment activities for Hospice and Palliative Medicine Fellowship Program to include, use of 'ERAS' to identify candidates, responding to inquiries, processing applications, coordinating interviews, extracting information and
  • Coordinates all aspects of the Fellow hiring process which includes: processing all necessary employee hiring paperwork, Visa, certifications, IMS account request office space preparation, and parking. Also acts as liaison with CRTP/CETP for application



  • High School Diploma and 5 years of experience or bachelor's degree and 3 years of experience in an increasingly responsible role in an academic office or medical setting.
  • Experience in a medical education program office is preferred.
  • Preferred knowledge of the policies of Medical Education Program(s) Office of GME, 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.
  • Must be able to initiate work and work independently on a variety of simultaneous projects.
  • The position requires innovation to solve complex problems.
  • The position requires 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

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