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Specialist, Academic Services

Job description

Job Description
The University of Maryland, Baltimore (UMB), Department of Medicine - Division of Pulmonary & Critical Care is currently recruiting for an Academic Services Specialist.  The Academic Services Specialist is responsible for the operational and financial management of the accredited/non-accredited residency/fellowship training programs within the Division of Pulmonary & Critical Care and the Division of Gerontology & Geriatric Medicine. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
This position will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.
Benefits Information:
UMB offers a generous benefits package, which includes 22 vacation days, 14 floating days and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.

  • Provides support and meets regularly with the Program Director/Program Manager concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations for improvement. May assist in program-level policy development.
  • Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
  • Provides both administrative supervision and support to fellows. Acts as a liaison between fellows and hospital administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding fellow recruitment, orientation, annual program Affiliation Agreements, and external rotations.
  • Assists in management of division-level trainee orientation.
  • Informs fellows and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, and annual contracts of trainees.
  • Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
  • Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
  • Maintains databases with fellow and faculty data, including MedHub.
  • Manages the evaluative processes of the trainees, program, faculty, and rotations.
  • Plans departmental annual events including recruitment, orientation, graduation, as well as various meetings and program-related events.
  • Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
  • Manages CME for division conferences.
  • Oversees resident rotations in Division.
  • Coordinates medical student rotations and utilizes Medscope.
  • In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the recruitment season.
  • Verifies trainees’ status and activities as needed.
  • Assists in the preparation for ACGME Self Study, Site Visits and internal/special reviews.
  • Monitors fellows’ duty hours and operative/case experience via regular review of data reports via MedHub.
  • Receives inquiries from fellows and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
  • Provides administrative supervision and guidance to fellows regarding administrative issues, due dates, and deadlines.
  • Performs other duties as assigned by the Program Director/Program Manager.

Education: Bachelor's degree in Business Management or related field.
Experience: Three (3) years of administration of a program, preferably in higher education or healthcare setting.
Supervisory Experience: N/A
Certification/Licensure: N/A
Other: May consider a combination of directly related experience and education. Preferred Skills, Abilities, Competencies:
  • Excellent written and verbal communication skills.
  • Ability to organize information.
  • Ability to handle sensitive information with absolute confidentiality.
  • Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint. Preferred experience in MedHub, ERAS, ACGME ADS, and Fastrack.
  • Ability to make decisions independently or to escalate issues as needed.
 Hiring Range: Commensurate with education and experience
UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy If you need a reasonable accommodation for a disability, for any part of the employment process, please contact us at [email protected] and let us know the nature of your request and your contact information.  Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

Job: Reg or CII Exempt Staff
Shift: Day Job
Organization: School of Medicine - Department of Medicine
Job Posting: Mar 30, 2021
Unposting Date: Apr 28, 2021, 10:59:00 PM




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Job No:
Posted: 4/1/2021
Application Due: 6/30/2021
Work Type: Full Time