Academic/Clinical Program Associate (Hybrid)

Position Summary

The University of Iowa Health Care Department of Radiology is seeking a Program Associate to provide program development, management, communication, and administrative support for the Interventional Radiology Division and other non-accredited training programs. This position also provides support to the Diagnostic Radiology Residency Program as needed and serves as a key liaison for residency and fellowship programs across UI Health Care and affiliated training locations. As a member of the Radiology Education Program, the Program Associate coordinates fellowship and residency activities and plays an important role within the Graduate Medical Education (GME) system. This position works closely with residents, fellows, Program Directors, the central GME Office, and external partners to support effective program operations, communication, and compliance.

Schedule & Work Arrangement

• Monday – Friday, 7:30am – 3:30pm
• Hybrid work schedule within Iowa after initial training period
• To be eligible for hybrid remote work: staff must be working in the position for a minimum of 6 months, must have successfully completed all training requirements, and must be meeting or exceeding expectations as assessed in a formal performance review or by leadership. A work arrangement form is required prior to the start of remote work; arrangements are reviewed annually and must comply with remote work program policies and employee travel policy.

Responsibilities

• Maintain effective working relationships with and serve as the primary contact for the Radiology Faculty Program Director(s) of the IRI and DR/IR training programs in the IR section
• Perform and coordinate administrative and fiscal duties related to all aspects of the GME education programs, including compliance with UI Health Care and national guidelines (e.g., ABR, ACGME)
• Exercise a high level of autonomy and decision-making while performing training program support and coordination
• Manage complex schedules for the program director and high-level administrators in the IR section, requiring judgment in determining meeting needs; discretion related to calendar activities; prioritization of appointments; synthesizing multiple electronic calendar systems
• Schedule GME training program appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary; coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders
• Reconcile monthly p-card statements in compliance with Accounts Payable office guidelines
• Initiate internal purchasing requests and supply orders for the IRI and DR/IR training programs and associated teaching faculty
• Attend the GME monthly academic program coordinator meetings
• Attend weekly RAD (Radiology) GME administrative meetings
• Maintain records of all expenditures from training program accounts and assign appropriate MFK, order appropriate educational materials
• Track trainee presentations and coordinate lectureships
• Serve as a liaison to other program coordinators in the department, UI Health Care, and outside affiliates
• Advise potential IRI and DR/IR applicants on eligibility requirements, application, and interview processes; manage applications and schedule interviews
• Assist with other group interview days for trainee applicants
• Manage virtual engagement of applicants, interviewees, and future fellows; upgrade and manage webpages, curate content, videos, and virtual tours to engage and inform applicants and interviewees
• Manage the visa and credentialing process with UI immigration, GME office, and CSO office
• Organize communication flow and onboarding of fellows/residents, working closely with Radiology Human Resources staff; plan and present trainee orientation sessions as necessary with other department coordinators
• Follow general policies and procedures in accordance with the regulations of the University of Iowa, Carver College of Medicine, and the Department of Radiology
• Request contracts: new/modifications/extensions/promotions/terminations for trainees
• Advise International Medical Graduate (IMG) fellows in necessary documentation of ABR 4-year alternate pathway; consult and explain policies to current and prospective fellows and residents; develop and maintain accurate records on pathway progress
• Develop and maintain program materials such as travel policies, evaluation plans, and program descriptions
• Manage required examinations for residents and fellows, including scheduling, assigning, and following up with completion of exams; compile reports for evaluations and troubleshoot issues as they occur
• Manage adherence to evaluation completion requirements, following up with faculty and house staff to ensure completion of forms
• Monitor adherence to work hour requirements; perform follow-up with faculty and house staff to assure completion of work hour submission to GME
• Monitor adherence to compliance requirements, including but not limited to ACLS, BLS and preliminary training requirements; perform follow-up with house staff to assure completion of requirements and forms
• Maintain and renew all departmental faculty licensures required to practice and teach
• Ensure adherence to departmental and university travel guidelines; make travel arrangements for faculty, residents, and fellows in the IR section, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and motor pool requisitions
• Secure room reservations for meetings and conferences; manage conference and shared room schedules; assist faculty with coordinating meetings as requested for the IRI and DR/IR training programs
• Provide administrative support for administrative and faculty meetings in the IR section; complete and distribute meeting agendas and minutes
• Evaluate, request, and exercise discretion and judgement in providing confidential information to appropriate parties utilizing FERPA and patient information guidelines
• Collect and compile information for reports and various communications for training programs, requiring informational searches and knowledge of the operations of both the assigned and related work areas
• Work with data to design specialized reports, spreadsheets, and presentations in response to multiple requests; create, maintain, and update records and information and databases related to various department activities
• Provide faculty administrative support in the IR section as needed

Education Requirements

• Bachelor's degree in Business Administration or related field, or an equivalent combination of education and experience

Required Qualifications

• 3-5 years of related academic program management experience and administrative support
• Experience with continual process and quality improvement
• Experience in managing multiple tasks simultaneously
• Experience in providing customer service in an academic environment
• Demonstrated proficiency in Microsoft 365 Suite (which includes MS Word, Excel, and Access)
• Excellent written, oral, and interpersonal communication skills

Desirable Qualifications

• Experience with event coordination
• Experience in coordinating educational programs
• Experience in training and documenting work processes
• Experience working with EPIC software/system
• Knowledge of the Institutional and Program Requirements for the Accreditation Council for Graduate Medical Education, American Board of Radiology, and program specific requirements, such as NRMP and ACGME recruitment procedures and requirements
• Knowledge of Radiology terminology
• Knowledge of UI Procurement Services
• Knowledge of University of Iowa policies, procedures, and regulations

Pay & Benefits

• Regular salaried position located in Iowa City, Iowa
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
• Pay Grade: 3A
• Pay Structure: https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure
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