Education Manager, Program(s)

Education Manager, Program(s)

Job Summary

The Department of Pediatrics at the University of Utah Spencer F. Eccles School of Medicine is seeking a Program Manager to support operations within the Pediatric Enterprise. This role manages program operations and support staff, evaluates workflows, and identifies opportunities to enhance operational efficiency and effectiveness. The Program Manager ensures compliance with institutional policies, program requirements, and accreditation standards, supporting ongoing adherence to national medical education accreditation requirements. Serving as a key liaison, this position collaborates with division fellowship directors and coordinators, trainees, the Graduate Medical Education (GME) Office, and Primary Children’s Hospital (PCH) to support the success of educational programs and initiatives.

Benefits Summary: The University of Utah offers a comprehensive benefits package including:

• Excellent health care coverage at affordable rates (see the Summary Comparison for more information)

• 14.2% retirement contributions

• Generous paid leave time

• 11 paid Holidays per year

• 50% tuition reduction for employees, spouses, and dependent children

• Flex spending accounts

• University provided basic employee life insurance coverage equal to a salary of up to $25,000

• Various elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.

• Free transit on most UTA services

• Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel

• Professional development opportunities

• Additional benefits information is available at https://benefits.utah.edu/.

Responsibilities

• Essential Functions

• Administrative Responsibilities

• Manages day-to-day operations of the program under supervision, oversees collection of records, task assignments, and progress monitoring.

• Provides management support for program director, associate program director and housestaff.

• Administers meetings for program committees (program evaluation committee, clinical competency committee, etc.).

• Updates program policies as needed and as GME office policies change.

• Counsels and makes electronically available to all housestaff the program policies and procedures.

• Collaborates with PD to update competency-based rotation goals and objectives and distributes to housestaff and faculty annually.

• Produces and distributes manuals/handbooks for housestaff.

• Manages rotation schedules and input into MedHub.

• Gathers didactic conference schedule from division administration each year for tracking.

• May coordinate program wide events such as graduation.

• Maintains files on current and alumni housestaff.

• Executes program letters of agreement (PLA) between the program and each participating site.

• Assists GME in executing housestaff contracts and signatures.

• Coordinates and proctors annual specialty in-service examination.

• Maintains housestaff scholarly activity data for accreditation year to year.

• Maintains faculty scholarly activity data for accreditation year to year.

• Communicates directly with specialty board, specialty societies and other organizations.

• Works with the GME office to ensure housestaff compliance with medical and controlled substance licenses, DEA number, BLS/ACLS/PALS, USMLE, TB test, flu shot, N95 respirator mask fitting, and computer training requirements.

• Reports monthly on-call meal money for housestaff to the PCH Liaison and yearly to GME.

• Assists Program Director with Faculty Development and Continuous Quality Improvement.

• Manages the Annual Program Evaluation (APE) by preparing a written plan of action, as is required, that delineates specific initiatives to improve performance as well as how to measure/monitor performance.

• Updates the ACGME Annual Program Review (ADS) with Program Director.

• Evaluation/Credentialing

• Coordinates the distribution, tracking and filing of housestaff, faculty and rotation evaluations in MedHub.

• Drafts verification of training forms.

• Tracks housestaff procedures in MedHub (if applicable) and the ACGME Case Log System.

• Monitors housestaff board eligibility status.

• Coordinates semi-annual housestaff reviews with program director or associate program director, including portfolio review.

• Monitors housestaff duty hours, runs monthly duty hour violation report and reports violation and action plan to the GME office.

• Processes Moonlighting Authorization Forms.

• Processes summative evaluations for housestaff completing the program or transferring out of the program.

• Housestaff Recruitment

• Manages applications through the Electronic Residency Application Service (ERAS) program.

• Assists program director in screening and inviting candidates for interview.

• Updates recruiting brochures, websites and other materials provided to applicants.

• Reviews the required policy and document packet with interviewee including interview packet checklist and J1 visa forms. Collects signature of understanding for trainee files.

• Schedules candidate interviews with faculty, meeting with housestaff, and tour of facilities.

• Verifies applicant eligibility including program selection policy, Educational Commission for Foreign Medical Graduates (ECFMG) and visa requirements.

• Assists the program director in submitting the rank order list to the National Resident Matching Program (NRMP).

• Completes annual GME Census Survey through GME Track.

• Program Accreditation

• Discusses with program director on ACGME specialty’s program requirements.

• Maintains accurate and easily retrievable records of housestaff training.

• Completes annual ACGME program and housestaff updates.

• Serves as a key participant in ACGME and GME office reviews.

• Information Technology

• Reviews and updates specialty board websites annually.

• Implements and maintains program management software (MedHub).

• Develops and maintains program and recruiting webpages.

• Human Resources

• Processes and tracks housestaff absences both in MedHub and for board qualification.

• Onboards new housestaff to the program and department, including participating in setting up department wide orientation.

• Maintains trainees individual files.

• Assists in housestaff remediation.

• Assists with due process for housestaff probation and termination.

• Professional Development

• Attends monthly GME office coordinator meetings.

• Engages in life-long learning by taking courses the further professional growth, knowledge and expertise to enhance program management skills (through human resources, etc.).

• Actively participates in program coordinators’ association (if one exists for the specialty), or other national meetings, e.g. involvement in the annual ACGME Coordinator program or other relevant graduate medical education committees.

• Support in pursing certification through Training Administration of Graduate Medical Education (TAGME).

• Minimum Qualifications

• Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Master’s degree in a related area may be preferred.

• Applicants must demonstrate the potential ability to perform the essential functions of the job.