Medical Education Administrator/Medical Education Manager
Job ID: R0041624 | Medical Education | Full Time | Charlottesville, VA
The Department of Otolaryngology – Head and Neck Surgery at the University of Virginia (UVA) School of Medicine is seeking a highly motivated professional to join our team as a Medical Education Administrator or Medical Education Manager. This position requires a high level of organization, prioritization, and management of multiple projects simultaneously. The primary responsibilities of this position are to provide administrative, operational, logistical, and fiscal support for the department's educational programming, including, but not limited to, residency program coordination, visiting professorships, educational courses, CME activities, coordination of department social events, social media, and editorship of our department newsletter. The Medical Education Administrator or Manager will serve as a liaison and primary point of contact for the residency program, including day-to-day support for faculty and trainees. The incumbent will also coordinate the flow of communication between interested parties, organize and prioritize events and meetings, and prepare agendas and action lists for follow-up for educational programming initiatives. Responsibilities with the residency program will be intensive at certain times of the year, especially during the fall/winter and overtime, including work on weekends (will be required). Selection at the Administrator or Manager level will be commensurate with education and experience.

Medical Education Administrators/Managers have oversight of all aspects of a large education program or multiple programs. They are responsible for similar duties as Medical Education Program Coordinators. However, their programs are larger and as a result they operate with additional authority, independence, or level of complexity. Medical Education Programs Administrators/Managers function as a liaison between students, administration, and program directors and are responsible for recruitment, records maintenance, communications, adherence to accreditation requirements, and curriculum support. They have advanced decision-making authority and operate under limited supervision. They serve as subject matter experts in the field of medical education with responsibility for recruitment, training, performance, compliance, credentialing, accreditation, program agreements, and reporting processes.

This position is ideal for someone who likes variety. Additional duties include completing special projects and assisting with process improvement for educational programming. The preferred candidate will have the ability to transition easily between working independently and collaborating as part of a team.

Requirements for the Medical Education Administrator level:
  • Education: Bachelor's degree or equivalent.
  • Experience: Two years of experience, preferably providing administrative support to a medical education program.

Requirements for the Medical Education Manager level:
  • Education: Bachelor's degree.
  • Experience: Five years of experience, including curriculum design experience in an academic setting, professional society, or medical society.

For more information about our medical education programs, please visit https://med.virginia.edu/otolaryngology/education/

If you have specific questions regarding the position, please contact Amanda Harris at alh2j@virginia.edu.

The successful candidate will be expected to:

Otolaryngology Residency Program:
  • Enter schedules for faculty/trainees; monitor duty hours and run report for semiannual reviews.
  • Maintain files according to Accredited Council for Graduate Medical Education (ACGME) regulations.
  • Manage Electronic Residency Application Service (ERAS) application process during recruitment, schedule and arrange interview days, enter match data, and complete and mail offer letters to new hires.
  • Assist with credentialing, interviewing, evaluations, and meeting preparation.
  • Prepare pre-approvals and submit travel reimbursements for trainee travel and other expenses.
  • Attend monthly coordinator meetings to stay current with ACGME and other requirements.
  • Maintain handbook annually to include changes in policy.
  • Communicate new Graduate Medical Education (GME) policies as needed to faculty/trainees.
  • Key metric data on trainee evaluations and grading requirements, including compiling, performing basic analyses, and summarizing results.
  • Assist with development of a detailed annual budget for GME trainee expenses. Evaluate requests and determine spending appropriateness as per budget guidelines.
  • Maintain oversight of all accreditation documentation, evaluations, verifications, and portfolios.
  • Oversee, coordinate, and provide summaries of the data compilation for trainee evaluations.
  • Summarize and distribute information required for faculty and resident awards.
  • Assist with coordination of all communications with Graduate Medical Education Office (GMEO) staff, Department Chair, Division Chiefs, and department administration.
  • Oversee content across all Otolaryngology Education web pages.
  • Ensure the operations of the medical education programs are in compliance with the Accreditation Council for Continuing Medical Education (ACCME), Accreditation Council for Graduate Medical Education (ACGME), Liaison Committee on Medical Education (LCME), and the Continuing Medical Education (CME).
  • Assist with Grand Rounds scheduling as part of our Continuing Medical Education program.

Event Management:
  • Provide coordination for department social and education program events, including our annual Fitz-Hugh symposium.
  • Assist with securing venues, negotiating contracts, creating a budget, and providing other logistical support for events.
  • Submit grant applications to obtain educational funding for programmatic support of educational events.
  • Develop and facilitate orientation, workshops, and graduate and/or undergraduate medical education activities. Schedule space and organize necessary materials for these events and resources. Help promote events.

Department Newsletter:
  • Work collaboratively with the faculty sponsor for the newsletter to coordinate content and creation of the semiannual department newsletter, including coordination of gathering content, editing, and distribution.

Social Media:
  • Coordinate and schedule various social media posts to highlight department activities throughout the year.

In addition to the above job responsibilities, other duties may be assigned.

Required Knowledge, Skills, and Abilities:
  • Excellent oral and written communication skills required.
  • Ability to present information in multiple forums to a range of audiences.
  • Ability to work accurately with attention to detail.
  • Ability to analyze and solve problems.
  • Working knowledge of office practices and procedures.
  • Ability to identify ways to improve workflow.
  • Align and participate with department initiatives.
  • Promote a positive work environment.
  • Ability to conduct activities and make decisions according to ethical standards.
  • Ability to synthesize information, provide advice and address needs independently.
  • Ability to work independently or as part of a team. Work with senior department leaders to accomplish goals.
  • Maintain professional competencies by attending development courses related to job functions.
  • Grasp the University's educational mission, strategic aims, and programs.

This position will remain open until filled. This is an non-exempt-level, benefited position. This position will not sponsor applicants for work visas. This position is a restricted position and is dependent upon project need, availability of funding, and performance. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Daniel Strong, Senior Recruiter at das6zb@virginia.edu

MINIMUM REQUIREMENTS
  • Education: Bachelor's degree or equivalent.
  • Experience: Two years of experience, preferably providing administrative support to a medical education program.

PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.



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Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

 

 

 


Medical Center (Charlottesville, VA)
Charlottesville, VA 22903

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