Program Manager

Tucson, AZ
Mar 03, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Posting Number:



Family and Community Medicine

Department Website Link:


UAHS - Tucson


University of Arizona Health Sciences, Tucson, AZ USA

Position Highlights:

This position provides management of the University of Arizona Family Medicine Residency and Sports Medicine Fellowship Programs. The purpose of this position is to provide quality, efficient, and timely management of these two programs (48 residents and 3 Fellows), including two residency administrative staff, and optimal functioning of the administrative team to support the administration, faculty and residents, including select support to the larger Department of Family and Community Medicine. Hire and train program staff to implement program objectives, evaluate and supervise staff activities and conduct performance evaluations. Serve as program liaison with faculty, staff and hospital personnel. Facilitate scheduling for residents, faculty, medical students, and other providers in the FM Clinic. (NP, Pharm D, Psych). Approve and manage residency budget expenditures for program director.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities:

Management of Residency and Fellowship Programs:

  • Thorough knowledge of ACGME program, common and institutional requirements as they relate to program operation.
  • Prepare required accreditation documents and reports. Advise program director of requirement interpretation.
  • Plan and direct the day-to-day office workload. Respond to day-to-day inquiries, provide information, and interpret departmental policies, procedures or operations.
  • Prepare and implement annual program budget, manage available resources (staff, money, space, supplies) designated for program operation.
  • Train program staff to implement program objectives, evaluate and supervise staff activities, and conduct performance evaluations.
  • Implement and explain Goals and Objectives, program policies, and processes. Responsible for reviewing effectiveness of policies and suggesting improvements.
  • Responsible for oversight of resident/fellow files from initial interview to graduation• Implement and maintain program information in New Innovations data base system. Required modules include Personnel Data, Block Schedules, Duty Hours, Evaluations, Conferences, and Procedure Logger.
  • Manage recruitment activities for program. To include application screening and selection, interviewing, and input on recruitment decisions.
  • Develop and manage new intern orientation.
  • Coordinate and manage resident events such as retreats, orientation and graduation.
  • Manage and maintain residency program website and alumni database.
  • Coordinate faculty advisory and mentor program.
  • Collect and compile data to prepare annual reports for multiple outside agencies (ERAS, NRMP, ACGME, etc.) Prepare and distribute Residency Program Manual. Develop/design promotional literature for program.
  • Initiate requests for affiliation agreements and/or program letters of agreement between rotating hospitals/away electives.
  • Serve as program liaison with faculty, staff and hospital personnel.
  • Resolve and handle resident emergencies and resolve faculty concerns guided by program policies.
  • Process requests for verification of residency training.
  • Attend annual ACGME and specialty specific meetings and workshops.
  • Serve on the Program Evaluation Committee and Residency Advisory Committee, attend monthly meetings and prepare the residency’s Annual Program Evaluation.

Provider scheduling:

  • Create and implement annual resident and fellow rotation schedule in compliance with all educational experience requirements mandated by the ACGME and ABFM, including the appropriate assignment and arrangement of faculty supervision.
  • Coordinate inpatient R1 resident rotations, ensure R2/3 resident elective plans and maintain strong working relationships with preceptors.
  • Coordinate monthly on-call and conference schedules
  • Create assignments for rotating medical students in the Family Medicine Centers and for residents and students on the Sports Medicine rotation.
  • Create, maintain and post clinical schedules for all providers (faculty, residents, APPs, Pharm D, Psychologist and Integrative Medicine Fellows) in QGenda 3 months in advance.
  • Maintain a set of scheduling rules for each rotation and resident level of training.
  • Coordinate with residency and clinic administration at Alvernon and Abrams to refile auto scheduling template.
  • Monitor of auto scheduling system and minor tweaks to update functionality of software.
  • Build templates in Qgenda for new faculty and staff.

Minimum Qualifications:

  • Minimum of 8 years of relevant work experience is typically required.
  • Bachelor's degree or equivalent advanced learning attained through professional level experience required.

Preferred Qualifications:



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Academic Administration

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:

$52,024 - $60,000

Compensation Type:

salary at 1.0 full-time equivalency (FTE)



Career Stream and Level:


Job Family:

Med Education Prgm

Job Function:

Academic Administration

Type of criminal background check required::

Name-based criminal background check (non-security sensitive)

Number of Vacancies:


Target Hire Date:

Expected End Date:

Contact Information for Candidates:

Karyn Kolman, Associate Professor Family and Community Medicine: [email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

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