Academic/Clinical Program Associate - Radiology (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. This position is eligible for a combination of remote work and in-person (hybrid) work within Iowa. To be eligible for the hybrid remote work option, 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 will be required to be completed prior to the start of remote work. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location. Position Responsibilities Maintains 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 sectionPerforms and coordinates 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)Exercises a high level of autonomy and decision-making while performing training program support and coordinationManages 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 systemsSchedules GME training program appointments and meetings; reviews calendar in advance to identify conflicts, rescheduling as necessary; coordinates internal and external meetings; locates and schedules conference rooms; sends out meeting planners and remindersReconciles monthly p-card statements in compliance with Accounts Payable office guidelinesInitiates internal purchasing requests and supply orders for the IRI and DR/IR training programs and associated teaching facultyAttends the GME monthly academic program coordinator meetingsAttends weekly RAD (Radiology) GME administrative meetingsMaintains records of all expenditures from training program accounts and assign appropriate MFK, order appropriate educational materialsTrack trainee presentations and coordinate lectureshipsServes as a liaison to other program coordinators in the department, UI Health Care, and outside affiliatesAdvises potential IRI and DR/IR applicants on eligibility requirements, application, and interview processes; manage applications and schedule interviewsAssists with other group interview days for trainee applicantsManages virtual engagement of applicants, interviewees, and future fellows. Upgrade and manage webpages, curate content, videos, and virtual tours to engage and inform applicants and intervieweesManages the visa and credentialing process with UI immigration, GME office, and CSO officeOrganizes 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 coordinatorsFollows general policies and procedures in accordance with the regulations of the University of Iowa, Carver College of Medicine, and the Department of RadiologyRequests contracts: new/modifications/extensions/promotions/terminations for traineesAdvises 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 progressDevelops and maintains program materials such as travel policies, evaluation plans, and program descriptionsManages required examinations for residents and fellows, including scheduling, assigning, and following up with completion of exams; compiles reports for evaluations and trouble-shoot issues as they occurManages adherence to evaluation completion requirements, following up with faculty and house staff to ensure completion of formsMonitors adherence to work hour requirements; performs follow-up with faculty and house staff to assure completion of work hour submission to GMEMonitors adherence to compliance requirements, including but not limited ACLS, BLS and preliminary training requirements; performs follow-up with house staff to assure completion of requirements and formsMaintains and renews all departmental faculty licensures required to practice and teachEnsures adherence to departmental and university travel guidelines. Makes 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 requisitionsSecures room reservations for meetings and conferences; manages conference and shared room schedules; assists faculty with coordinating meetings as requested for the IRI and DR/IR training programsProvides administrative support for administrative and faculty meetings in the IR section; complete and distribute meeting agendas and minutesEvaluates, requests, and exercises discretion and judgement in providing confidential information to appropriate parties utilizing FERPA and patient information guidelinesCollects and compiles information for reports and various communications for training programs, requiring informational searches and knowledge of the operations of both the assigned and related work areasWorks 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 activitiesProvides faculty administrative support in the IR section as needed The information contained herein is not intended to be an exhaustive list of all responsibilities required of individuals performing this job. University of Iowa Health Care — recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives. ® Schedule Monday - Friday, 7:30am - 3:30pm; Hybrid Work Schedule after initial training period Percent of Time 100% Pay Grade 3A Pay Structure https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure Benefit Highlights Regular salaried position located in Iowa City, IowaFringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plansFor more information about Why Iowa? Click here Education Requirements Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience. Experience Requirements 3-5 years of related academic program management experience and administrative supportExperience with continual process and quality improvementExperience in managing multiple tasks simultaneouslyExperience in providing customer service in an academic environmentDemonstrated proficiency in Microsoft 365 Suite (which includes MS Word, Excel, and Access)Excellent written, oral, and interpersonal communication skills Desirable Qualifications Experience with event coordinationExperience in coordinating educational programsExperience in training and documenting work processesExperience working with EPIC software/systemKnowledge 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 requirementsKnowledge of Radiology terminologyKnowledge of UI Procurement ServicesKnowledge of University of Iowa policies, procedures, and regulations Application Process To be considered, applicants must upload a resume and a cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. For questions, please reach out to Nathan Topping at nathan-topping@uiowa.edu. Job openings are posted for a minimum of 14 calendar days or until position is filledSuccessful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check Additional Information Classification Title: Acad Clin Prog Mgt AssociateAppointment Type: Professional and ScientificSchedule: Full-timeWork Modality Options: Hybrid within Iowa Compensation Pay Level: 3A Contact Information Organization: HealthcareContact Name: Nathan ToppingContact Email: nathan-topping@uiowa.edu