Residency Program Coordinator

  • UPMC
  • Pittsburgh, PA 15224
  • 5 days ago


Job Description


Performs and integrates the administrative aspects of assigned area.

Acts as a liaison between the Department, UPMC Physician's Services Division, the University of Pittsburgh School of Medicine, the UPMC Graduate Medical Education Office, and the community based faculty involved in the various programs.


Responsible for managing all aspects of the Continuing Medical Education (CME) programs sponsored by the University of Pittsburgh Center for Continuing Education in the Health Science to include Grand Rounds, Patient Safety Conferences, Alumni Day and other educational events sponsored by the Department of Obstetrics, Gynecology and Reproductive Sciences.

These responsibilities include managing the process of filing the CME application with CME office, including collecting all required documents and attachments and preparing the application for filing.

Securing locations and overseeing all event logistics (eg, catering, audiovisual tech support, hotels, faculty dinners, travel reimbursements, honorarium payments).

Planning and ordering all print collateral including brochures, syllabus and name tags.

Overseeing the marketing of the event including mailings and email blasts.

Maintaining budget records for all expenses and revenue.

Recording quarterly CME attendance of participants using the University's on-line system.

Coordinate Departmental Alumni relations, including ongoing contact, graduate outcome data to submit to residency accreditors, organized activities (social and educational), and fundraising.

Facilitate submission of all documents for and monitors maintenance of appropriate licensure and certification of residents.

Maintain databases and information collection tools to track resident statistics including medical student ratings of residents, resident compliancy with medical records, and resident clinical experiences.

Coordinate Resident Didactics including presenters' booking/confirmation/reminders, room/food reservation, juggling schedule to accommodate changes, attendee reminders, distribution of didactic materials, and maintain attendance using an on-line system.

Create and distribute weekly didactic schedule by email maintaining an up-to-date distribution list; maintain SharePoint calendar with events.

Coordinate multiple committee meetings for program director including scheduling, room reservation, email of minutes and meeting materials.

Assist with financial reporting including budget preparation, budget monitoring, reimbursements and disbursements for the specialty or subspecialty program(s) including processing eVouchers for travel reimbursements for program director utilizing the appropriate correct account.

Perform daily coordination of one or more of the Department's graduate medical education specialty or subspecialty program(s).

Assist with new resident recruitment, matching, orientation, contracting and hiring processes for the specialty or subspecialty program(s).

Process resident/fellow supplemental pay and assist in resident/fellow payroll.

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 specialty or subspecialty program(s).

Prepare and transcribe letters, memos and other correspondence for program director or assistant program director.

Photocopy, file, mail, order supplies and other general office responsibilities.

Administrative support for the Director of Medicine and other Radiologists.


Bachelor's degree in business, education or related field preferred.

5 years experience in a related area, primarily in an academic program office, or medical setting or equivalent combination of education and experience.

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, Word and related software required.

Excellent communication, organizational 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 is an Equal Opportunity Employer/Disability/Veteran

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