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Fellowship, Program Manager

  • Job ID: 449781221
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: Monday - Friday daylight
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 65201 POP12 NEUROLOGY Administration
  • Location: 3471 Fifth Avenue, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $18.24 to $30.32 / hour


UPMC University of Pittsburgh Physicians Neurology Division is hiring full-time Program Manager, Fellowship located in Oakland, PA. 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. This role will work closely with the Neurology fellows, organizing their fellowships, scheduling rotations, lectures, and accreditation. In addition, this role will also help the Residency and Clerkship coordinator during recruitment season.  


  • 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 budgets. 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.



  • 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.

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