Medical Education Administrator or Coordinator, Pediatrics

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks a candidate to fill our Medical Education Administrator or Coordinator position. The ideal candidate should possess excellent communication and presentation skills, attention to detail, and the ability to work independently. This position is responsible for providing a high level of support to the pediatrics programs. Responsible for supporting these educational programs following the GME, ACGME, and University guidelines.

Medical Education Coordinator:

Medical Education Program Coordinators participate in the planning, preparation, and implementation of programs, daily operations, and educational activities for a small to medium sized programs. They are responsible for the same duties as Medical Education Assistants, however, they operate with additional authority, independence, or level of complexity. Beyond basic administrative duties, Medical Education Programs Coordinators develop materials, coordinate calendars, engage in accounting processes, interact with educational program participants, and ensure compliance with relevant national organizations to maintain high standards of programs. They perform work independently but receive assignments and direction from supervisors and Program Directors.

Medical Education Programs Administrator:

Medical Education Programs Administrators 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 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.

The position will report to the Medical Education Manager. For additional information about the position, please contact Penny Guy, Medical Education Manager, at prw3p@virginia.edu .

The successful candidate will be expected to:

• Manage faculty/trainee schedules, monitor duty hours, and generate reports for semi-annual reviews.
  
• Maintain compliance files as per ACGME regulations.
  
• Oversee the residency application process, schedule interviews, manage match data, and issue offer letters.
  
• Assist with credentialing, conduct interviews, manage evaluations, and prepare for meetings.
  
• Handle pre-approvals, process travel and expense reimbursements for trainees.
  
• Participate in monthly meetings to stay updated with regulatory requirements.
  
• Update the handbook annually to reflect policy changes.
  
• Inform faculty/trainees about new policies and changes.
  
• Key in metric data for trainee evaluations, perform basic analyses, and provide summaries.
  
• Develop annual budgets for trainee expenses, assess spending requests against budget guidelines.
  
• Maintain scheduling of complex clinical rotation and on-call schedules.
  
• Provide information and communicate expectations and news to program participants. Communicate and monitor compliance of relevant policies, procedures, and standards.
  
• Collect and interpret data on student affairs regarding recruitment, enrollment, progress, retention, and graduation of program participants.
  
• Monitor and assist with the completion of graduation requirements.
  
• Responsible for coordinating program evaluation and recommending improvements and changes based on feedback. Provides planning and analysis.
  
• Collaborates with program director to provide ongoing budget management and fulfil reporting requirements.
  
• Manage all accreditation-related documentation and evaluations.
  
• Coordinate data compilation and summarize trainee evaluations.
  
• Prepare and distribute information for faculty and trainee awards.
  
• Facilitate communications with GMEO staff, department leaders, and external contacts.
  
• Oversee Pediatric Education websites and coordinate updates with website managers.
  
• In addition to the above job responsibilities, other duties may be assigned.
  

Medical Education Coordinator Minimum Qualifications:

• Education: High School Diploma
  Experience: Two years of administrative support experience. Bachelor's degree may substitute for experience.
  

Medical Education Programs Administrator Minimum Qualifications:

• Education: Bachelor’s Degree of Equivalent
  
• Experience: Two years relevant experience, preferably in Medical Education. Six years equivalent experience in medical education may be considered in lieu of a degree.
  

Preferred Qualifications:

• Excellent oral and written communication skills; adept at presenting to diverse audiences.
  
• Strong analytical skills with attention to detail and problem-solving capabilities.
  
• Experience in aligning with departmental initiatives and promoting a positive work environment.
  
• Commitment to ethical standards and the ability to act independently.
  
• Effective in both independent and collaborative roles, including with senior leadership.
  
• Dedication to ongoing professional development and understanding of the University’s mission and strategic goals.
  

This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits .

This position will remain open until filled. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

Physical Demands:

This position is located in Charlottesville, VA

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.

To Apply:

Please apply through Careers at UVA , and search for R0067720.

Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs.'

Complete an application online with the following documents:

• CV
  
• Cover letter
  

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

For questions about the application process, please contact Yelena Markazyan, Academic Recruiter at ym3mm@virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.