Education Manager, Program(s)

About the role

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

Responsibilities

• Manage day‑to‑day operations of the program, including record collection, task assignments, and progress monitoring.
• Provide management support for the program director, associate program director, and housestaff.
• Administer meetings for program committees (e.g., program evaluation committee, clinical competency committee).
• Update program policies as GME office policies change and make them electronically available to all housestaff.
• Collaborate with the program director to update competency‑based rotation goals and objectives; distribute annually to housestaff and faculty.
• Produce and distribute manuals/handbooks for housestaff.
• Manage rotation schedules and input data into MedHub.
• Gather didactic conference schedules from division administration each year for tracking.
• Coordinate program‑wide events such as graduation.
• Maintain files on current and alumni housestaff.
• Execute program letters of agreement (PLA) between the program and each participating site.
• Assist GME in executing housestaff contracts and signatures.
• Coordinate and proctor the annual specialty in‑service examination.
• Maintain housestaff and faculty scholarly activity data for accreditation purposes.
• Communicate directly with specialty boards, societies, and other organizations.
• Work 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 fitting, and computer training requirements.
• Report monthly on‑call meal money for housestaff to the PCH liaison and yearly to GME.
• Assist the Program Director with faculty development and continuous quality improvement.
• Manage the Annual Program Evaluation (APE) by preparing a written plan of action, delineating specific initiatives, and defining performance measurement and monitoring.
• Update the ACGME Annual Program Review (ADS) with the Program Director.
• Coordinate distribution, tracking, and filing of housestaff, faculty, and rotation evaluations in MedHub.
• Draft verification of training forms.
• Track housestaff procedures in MedHub (if applicable) and the ACGME Case Log System.
• Monitor housestaff board eligibility status.
• Coordinate semi‑annual housestaff reviews with the program director or associate program director, including portfolio review.
• Monitor housestaff duty hours, generate monthly duty‑hour violation reports, and report violations and action plans to the GME office.
• Process moonlighting authorization forms.
• Process summative evaluations for housestaff completing or transferring out of the program.
• Manage applications through the Electronic Residency Application Service (ERAS) program.
• Assist the program director in screening and inviting candidates for interview.
• Update recruiting brochures, websites, and other applicant materials.
• Review policy and document packets with interviewees, including interview packet checklists and J‑1 visa forms; collect signatures of understanding for trainee files.
• Schedule candidate interviews with faculty, housestaff meetings, and facility tours.
• Verify applicant eligibility, including program selection policy, ECFMG, and visa requirements.
• Assist the program director in submitting the rank‑order list to the National Resident Matching Program (NRMP).
• Complete the annual GME Census Survey through GME Track.
• Discuss ACGME specialty program requirements with the program director and maintain accurate, retrievable records of housestaff training.
• Complete annual ACGME program and housestaff updates; serve as a key participant in ACGME and GME office reviews.
• Review and update specialty board websites annually.
• Implement and maintain program management software (MedHub) and develop program and recruiting webpages.
• Process and track housestaff absences in MedHub and for board qualification.
• Onboard new housestaff to the program and department, including participation in department‑wide orientation.
• Maintain individual trainee files and assist in housestaff remediation, due process for probation, and termination.
• Attend monthly GME office coordinator meetings and pursue professional development courses to enhance program management skills.
• Participate in program coordinators’ associations or national meetings (e.g., ACGME Coordinator program) and support certification through Training Administration of Graduate Medical Education (TAGME).

Minimum qualifications

• Bachelor’s degree in a related area or equivalency (one year of education may substitute for two years of related work experience).
• Four to six years of progressively responsible management experience.
• Background knowledge of the hiring department’s area of specialization to analyze, plan, and make recommendations.
• Demonstrated leadership skills in planning and directing employees and processes, monitoring and developing subordinates, and ensuring smooth department operation.
• Completion of provided supervisory training within one year of employment may be required.
• Master’s degree in a related area is preferred.
• Ability to perform the essential functions of the job as outlined in the position description.
• Compliance with patient‑sensitive employee immunization requirements per CDC standards and hospital policy (limited exemptions for documented medical contraindications or religious beliefs).

Preferences

• Proven ability to maintain a high level of organization and professionalism, with documented processes and procedures supporting institutional knowledge and continuity.
• Exceptional communication skills, capable of engaging diverse stakeholder groups, selecting appropriate communication methods, and conveying information clearly and professionally.
• Strong relationship‑building and partnership skills, establishing trust and collaborating effectively with trainees, division chiefs, physicians, and administrative leaders.
• Commitment to continuous improvement, with a proactive mindset for identifying innovative solutions, enhancing processes, and fostering a culture of improvement.
• Experience supporting educational programs within an academic medical‑center environment.

Benefits

• Excellent health‑care coverage at affordable rates.
• 14.2% retirement contributions.
• Generous paid leave time, including 11 paid holidays per year.
• 50% tuition reduction for employees, spouses, and dependent children.
• Flex spending accounts.
• University‑provided basic employee life‑insurance coverage up to $25,000.
• Elective insurance options: life, short‑ and long‑term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet insurance.
• Free transit on most UTA services.
• Employee discounts on a variety of products and services (cell phones & plans, entertainment, health and fitness, restaurants, retail, travel).
• Professional development opportunities.
• Additional benefits information available at https://benefits.utah.edu/.

Pay

Salary range: $47,600 – $84,249 per year

Schedule

Full‑time; Monday – Friday, 8:00 a.m. – 5:00 p.m. (hours may vary based on operational needs)

Location: Campus; Department: Pediatric Administration (00848)