Job Information

University of Utah Manager, Academic Program in Salt Lake City, Utah


Open Date 11/02/2023

Requisition Number PRN36810B

Job Title Manager, Program(s)

Working Title Manager, Academic Program

Job Grade F

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday through Friday, 8:00am to 5:00pm. Some earlier mornings and later evenings may be required.

VP Area U of U Health - Academics

Department 01466 - OB/GYN Education

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 47600 to 84,249

Close Date

Open Until Filled Yes

Job Summary

Develops and administers academic program by designing curriculum, negotiating contracts and program funding, solving related problems and evaluating and redesigning programs. Manages resident/fellows, collaborates with departments and faculty to develop course, academic and research programs.



  • Bachelor’s degree in a related area plus three years of experience in budget, grant and program management or equivalency required
  • Experience with developing and implementing program ideas into successful academic programs
  • Ability to work independently and pay close attention to detail
  • Excellent communication and interpersonal skills including written and verbal, problem solving, diplomatically handling problems of a sensitive and/or confidential nature
  • Superior organizational skills
  • Commitment to providing excellent customer service
  • Accounting, bookkeeping, word processing and typing skills may also be required by some departments
  • Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description
  • Required knowledge of the following applications/websites: Medhub, ERAS , NRMP , ACGME WebADS, specialty board, and SmartWeb
  • Required understanding of the Accreditation Council for Graduate Medical Education ( ACGME )requirements for Institutional, Common, and specialty program requirements and the accreditation process
  • This position is not responsible for providing patient care

Essential Functions

Administrative Responsibilities

  • Manages day‐to‐day operations of the program
  • Provides management support for program director, associate program director and housestaff
  • Co‐directs meetings for program committees (program evaluation committee, clinicalcompetency committee, etc.)
  • Updates program policies as needed and as GME office policies change
  • Counsels housestaff on program policies and procedures
  • Updates competency‐based rotation goals and objectives and distributes to housestaff andfaculty annually
  • Produces and distributes manuals/handbooks for housestaff
  • Produces and distributes annual rotation schedule and changes including entering andupdating in Medhub
  • Produces and distributes housestaff on‐call schedules
  • Produces and distributes didactic conference schedule
  • Coordinates program wide events such as graduation
  • Maintains files on current and alumni housestaff
  • Executes program letters of agreement ( PLA ) between the program and each participating site
  • Executes housestaff contracts
  • Coordinates and proctors annual specialty in‐service examination
  • Maintains housestaff scholarly activity data for accreditation
  • Communicates directly with specialty board, specialty societies and other organizations
  • Works with the GME office to ensure housestaff compliance with medical and controlledsubstance licenses, DEA number, BLS / ACLS / PALS , USMLE , TB test, flu shot, N95 respirator mask fitting, and computer training requirements
  • Reports monthly on‐call meal money for housestaff to the GME office
  • Assists Program Director with Faculty Development and Continuous Quality Improvement
  • Manages the Annual Program Evaluation ( APE ) by preparing a written plan of action, as isrequired, that delineates specific initiatives to improve performance as well as how tomeasure/monitor performance.
  • Update the ACGME Annual Program Review ( ADS ) with Program Director.


  • Coordinates the distribution, tracking and filing of housestaff, faculty and rotation evaluations in Medhub
  • Drafts verification of training forms
  • Tracks housestaff procedures in Medhub (if applicable) and the ACGME Case Log System
  • Monitors housestaff board eligibility status
  • Coordinates semi‐annual housestaff reviews with program director or associate programdirector, including portfolio review
  • Monitors housestaff duty hours, runs monthly duty hour violation report and reports violationand action plan to the GME office
  • Processes Moonlighting Authorization Forms
  • Processes summative evaluations for housestaff completing the program or transferring out of the program

Housestaff Recruitment

  • Manages applications through the Electronic Residency Application Service ( ERAS ) program
  • Assists program director in screening and inviting candidates for interview
  • Updates recruiting brochures, websites and other materials provided to applicants
  • Reviews the required policy and document packet with interviewee including interview packetchecklist and J1 visa forms
  • Schedules candidate interviews with faculty, meeting with housestaff and tour of facilities
  • Verifies applicant eligibility including program selection policy, Educational Commission forForeign Medical Graduates ( ECFMG ) and visa requirements
  • Assists the program director in submitting the rank order list to the National Resident Matching Program ( NRMP )
  • Completes annual GME Census Survey through GME Track to populate program’s listing onFREIDA

Program Accreditation

  • Advises program director of ACGME specialty’s program requirement interpretation
  • Maintains accurate and easily retrievable records of housestaff training
  • Completes annual ACGME program and housestaff updates
  • Manages data for ACGME Next Accreditation System ( NAS )
  • Organizes special/internal review with the GME office
  • Serves as a key participant in ACGME and GME office reviews

Information Technology

  • Updates specialty board websites annually
  • Implements and maintains program management software (Medhub)
  • Develops and maintains program and recruiting webpages

Human Resources

  • Processes and tracks housestaff absences both in Medhub and for board qualification
  • On‐boards new housestaff to the program including orientation
  • Maintains fellowship and job opportunity files
  • Monitors housestaff morale and responds to concerns
  • Assists in housestaff remediation
  • Assists with due process for housestaff probation and termination
  • Coordinates housestaff mentor program


  • Oversees program budget
  • Processes additional compensation forms for housestaff
  • Manages travel including registering trip, early and final travel reimbursements for programdirector, associate program director and housestaff
  • Processes procurements for the program
  • Processes procurements for housestaff using their education and travel funds

Professional Development

  • Attends monthly GME office coordinator meetings
  • Engages in life‐long learning by taking courses the further professional growth, knowledge andexpertise to enhance program management skills (through human resources, etc.)
  • Actively participates at a national level in program coordinators’ association (if one exists for the specialty), or other national meetings, e.g. involvement in the annual ACGME Coordinatorprogram or other relevant graduate medical education committees
  • Support in pursing certification through Training Administration of Graduate Medical Education ( TAGME )

Team Culture

  • Supports an inclusive, transparent and supportive work environment
  • Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible
  • Communicates problems, issues and frustrations to supervisor and/or OB/ WCSL Leadership

University of Utah Health Benefits Package

University of Utah Health is proud to offer a generous benefits package! Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits. Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program. Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2% ! Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University. Visit our Benefits website for more information at .

Hybrid Work Schedule Allowed

T he department may, for any reason or no reason, end a telecommuting work arrangement by providing a minimum of 15 business days’ written notice for telecommuting within the state of Utah, and a minimum of 60 days’ written notice for telecommuting outside the state of Utah. This provision does not apply to telecommuting arrangements made through the disability accommodation process. All employee-proposed changes are subject to departmental approval.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

  • Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

  • Nearly Continuously: Sitting, hearing, listening, talking.
  • Often: Repetitive hand motion (such as typing), walking.
  • Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required. Master’s degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.


Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112


Online reports may be submitted at

For more information:

To inquire about this posting, email: ( or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen. This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.