Medical Education Manager

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: 3959 Broadway
• Salary Range: $100,000.00 - $110,000.00

Position Summary

The Department of Pediatrics is seeking a Medical Education Manager to join our team in a full-time position to work within the Office of Medical Education, Development & Inclusion. Columbia University Irving Medical Center's Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside.

This position will support the department by providing management of administrative activities for our Pediatric Residency Program. Additionally, the Medical Education Manager will serve as the lead administrator for both OMEDI and the Office of Health Equity, Alliance and Leadership (HEAL), providing essential administrative support to both the Vice Chair for Education and the Vice Chair for HEAL.

The administrative team, consisting of the Medical Education Manager, Program Coordinator and Administrative Assistant works closely with the Program Director and interface with local offices (NYP Office of Graduate Medical Education), governing educational agencies (The Accreditation Council of Graduate Medical Education (ACGME), American Academy of Pediatrics (AAP), American Board of Pediatrics (ABP), Association of American Medical Colleges (AAMC)) to ensure outstanding educational experiences and accurate tracking and reporting of individual and program outcomes. They will also work closely with the Pediatric Clerkship Director, communicating regularly with the Office of Student Affairs and Office of Academic Affairs.

The Medical Education Manager will oversee and supervise the administrative employees in OMEDI, specifically the Program Coordinator and the Administrative Assistant. The Medical Education Manager will oversee the administrative responsibilities of the NYP/Columbia Pediatrics Residency Program (working under the guidance and supervision of the Pediatric Residency Program Director), the NYP/Columbia Pediatrics Physician Scientist Development Training Program (working under the guidance and supervision of the Pediatric Residency Program Director), the major clinical year six-year Pediatric Clerkship for medical students at the Vagelos College of Physicians & Surgeons (working in collaboration with the Pediatric Clerkship Director), and pediatric electives during the Differentiation and Integration year for medical students at the Vagelos College of Physicians & Surgeons (working in collaboration with the Pediatric Medical Student Electives Director.

Responsibilities

Responsibilities for the Core Pediatric Residency Program:

• Serves as a resource to program leadership, faculty and residents for all residency program initiatives, questions and issues.
• Mentor and supervise the administrative responsibilities of junior staff members.
• Oversee the coordination of residency program processes and tasks, including updating online databases related to the program current and alumni trainees.
  
  
  
  • ACGME/Accreditation Data System (ADS)
  • AAP
  • Electronic Residency Application Service (ERAS)
  • MedHub (residency program evaluation database)
  • Oasis (medical student evaluation database)
  
  
  
  
• Oversee the administrative aspects of resident requests for vacation and medical leaves.
• Initiate and ensure maintenance and continuation of credentialing and licensure.
• Oversee the administration of pediatric resident In-Training exams.
• Oversee the completion of process continuation and separation allocation forms.
• Oversee the coordination of educational activities (monitor conference attendance, arrange logistics and travel for outside speakers, track work hour and duty hour compliance, schedule and manage outside hospital rotating residents).
• Oversee the coordination of annual residency recruiting activities (preparation, logistics, communication with applicants, document preparation, schedule for interviewers and selection committee, etc.).
• Oversee the coordination of event planning: audio/visual needs, and catering for meetings, conferences, events, certificate luncheons, and graduation.
• Oversee the coordination of the Clinical Competency Committee and Program Evaluation Committee meetings for the pediatric residency program.
• Support and work closely with the Program Director, residency and education leadership team and the remainder of the administrative team for the residency program.
• Prepare summary statements and oversee the budget.
• Manage the incoming resident appointments and reappointment process.
• Work Closely with the Department HR Team in submitting incoming residents in PAC for approval and completing renewal roster.
• Perform outreach within CUIMC and at regional and national meetings.
• Utilize advanced computer and technical skills to streamline the residency program processes and tasks.
• Provide support to the departmental Fellowship Programs.

Responsibilities for the HEAL Office:

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  Administrative Support for HEAL Office and PDIC:
  
  
  
  • Provide direct administrative assistance to the Vice Chair of HEAL and PDIC officers.
  • Oversee the financial administration of the HEAL Office, managing budgets, invoicing, and expenses.
  • Coordinate all logistics for PDIC activities, including the booking of spaces, helping to secure speakers, ordering food, and other event-related details.
  • Facilitate the annual introduction and orientation of the PDIC for residents, fellows, faculty, and other medical team members.
  
  
  
  
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  Event Coordination and Communication:
  
  
  
  • Develop and distribute notifications for HEAL and PDIC meetings, conferences, and events, ensuring timely and effective communication across the department.
  • Organize and coordinate HEAL and PDIC-sponsored conferences and social networking events.
  • Partner with cross-departmental teams to arrange educational and networking events, promoting multidisciplinary engagement in health equity and inclusion efforts.
  • Serve as the lead coordinator for the Visiting HEAL elective, overseeing the application process, scheduling, and logistics.
  
  
  
  
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  Meeting Documentation and Follow-Up:
  
  
  
  • Document meeting minutes, track action items, and ensure effective follow-up to increase engagement and productivity, resulting in improved participation and outcomes.
  • Maintain accurate records of all meetings, communications, and events related to HEAL and PDIC.
  
  
  
  
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  Data Compilation and Reporting:
  
  
  
  • Assist in compiling data from trainees and program participants, creating reports to assess the impact and reach of HEAL and PDIC initiatives.
  • Work with leadership to track metrics related to health equity and inclusion efforts within the department.
  
  
  
  
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  Marketing and Outreach:
  
  
  
  • Assist in the development and distribution of a HEAL/PDIC brochure, in partnership with the Communications and Marketing team, to promote the office's mission and programs.
  
  
  
  

Responsibilities for Pediatric Medical Student Education

• Coordinator of the Pediatric Clinical Clerkship for 150 students per year. This includes coordinating 20 students every 6 weeks to appropriate hospital sites: Recruiting and assigning faculty members to mentor each student. Instructing faculty members on the feedback and evaluation process via written letters, telephone conversations and follow up calls after evaluations are received; formulating evaluations for students' grades; distributing and compiling of 5 to 6 evaluation forms for each student; arranging speakers for lectures. Responsible for handling mentors for last-minute schedule changes.
• Managing the Pediatric Clinical Website: This includes building the website to reflect curriculum guidelines; goals and objectives of the clerkship, orientation materials and assignments. Sending out weekly bulletins with scheduling updates (every rotation has adjustments).
• Managing Columbia University's Course Works Website for the Pediatric Clinical Clerkship. Course Works Columbia is a web-based course management system that allows coordinators to post course material and information for students online in a secure environment. For students, it serves as a single point of entry for their course content and includes links to library reserve materials, discussion boards, class files and announcements from their instructors. Reporting a final roster of grades for 150 students.
• Coordinator of 4th year electives for medical students. Preparing information and evaluations for grading medical students.
• Administer the National Board of Medical Examiner's Examination in Pediatrics for all third-year students. This includes administering a highly classified examination, to all third-year medical students for pediatrics.
• Coordinating Special Events for the entire Medical Student class - which brings students together from all 4 years at this forum to the Department of Pediatrics. This includes inviting speakers from the Columbia community, dean's office and other faculty members as well as medical students. This event pays special attention to the interest of medical students who are deciding pediatrics as a career choice.
• Advising students on how to coordinate their schedules while rotating through pediatric service.
• Have an open-door policy for students; Resource for interpersonal problems, request in schedule changes, collecting required assignments, assuring appropriate assignments for evaluations. Supervising students requesting reviewing their evaluations (the Dean's office does not distribute these to the students). Giving advice to students to request information about letters of recommendation.
• Submission of documents to regulatory agencies for clerkship.
• Direct contact with the Dean's office for students (personal to administrative issues)
• Managing the online networking system for Medical Student Education required by the Dean's office to manage student's evaluations and clerkship requirements. This includes uploading, editing and archiving the curriculum, running reports on medical student evaluations, creating new composite evaluations, troubleshooting IT issues with users, creating faculty schedules and managing student's sessions. Managing students at various sites including MSCHONY and Harlem.
• Support advising for students applying to Pediatric Residencies.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required; plus four years of related experience

Preferred Qualifications

• Master's degree in business or business administration or other related area.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.