Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Job Category:
Academic Staff
Employment Type:
Terminal (Fixed Term)
Job Profile:
Grad Medical Edu Prog Mgr
Job Summary:
The Department of Medicine (DOM) in the University of Wisconsin–Madison School of Medicine and Public Health is seeking two full-time Graduate Medical Education (GME) Fellowship Program Managers and one full-time GME Residency Program Manager to join our Education Services Team. Our staff team of nearly 30 highly skilled and collaborative professionals support educational programs across the full continuum of medical education. Following a recent organizational redesign, we now operate as a centralized team that partners closely with faculty and staff across the department to support high-quality training programs.
The two Fellowship Manager positions will support fellowship programs and other educational initiatives in Clinical Informatics, Endocrinology, Geriatrics, and Rheumatology. The individuals hired will report to the Fellowship Program Administrator and will work closely with Fellowship Program Directors, Associate Program Directors, Division Administrators, faculty, and staff to coordinate and manage the day-to-day operations of the fellowship programs.
The one Residency Manager position will support the Internal Medicine Residency program, specifically in the function of being the team lead for resident recruitment, onboarding, and other resident HR lifecycle operations. The individual hired in this position will report to the Residency Program Administrator and will work closely with the Residency Program Director, Associate Program Directors, faculty, and staff to manage the day-to-day operations of the residency program.
In this role, the Program Managers will help ensure that the residency or fellowship programs run smoothly and provide an excellent educational experience for residents or fellows. Responsibilities include coordinating program activities, supporting curriculum and program development, maintaining accreditation standards, and ensuring compliance with institutional and national training requirements.
These roles involve regular interaction with faculty, residents or fellows, and staff across the division, department, and institutional GME office. Successful candidates will be organized, detail-oriented, and comfortable managing multiple priorities in a collaborative environment. Strong communication skills, professionalism, and the ability to work independently are essential.
Candidates with experience in an academic medical setting, an interest in medical education, or experience coordinating programs, projects, or events for adult learners and faculty will be particularly well prepared for this role.
This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location
Terminal, 24 month appointment
This position has the possibility to be converted to an ongoing appointment based on need and/or funding.
Candidates who demonstrate the following knowledge, skills, and abilities will be given first consideration: 1) Demonstrated ability to behave and communicate in a manner that promotes and fosters a culture of teamwork, inclusion, and cooperation with co-workers, supervisors/managers, fellows, students, volunteers, and visitors, 2) Demonstrated ability to work independently, prioritize tasks, and problem solve and 3) Excellent customer service skills and ability to adapt to a changing work environment.
Key Job Responsibilities:
- Maintains the resident/fellow and program expenditures. Advises fiscal leadership on program budgetary needs and monitors program expenses within budget constraints
- Responsible for ensuring resident/fellow and program compliance with policy, accreditation, and regulatory requirements and that appropriate documentation is maintained
- Maintains a thorough understanding of accreditation program requirements and related policies, regulatory requirements, and hospital and program policies to provide expert consult to the Program Director to maintain accreditation and compliance with regulatory bodies and pertinent policies
- Collaborates with the Program Director to assess curriculum and evaluations, developing the structure and delivery mechanism, and maintaining accurate records of curriculum, evaluations, and participation
- Provides guidance for resident/fellow recruitment, credentialing, and onboarding to maintain compliance with regulatory bodies and hospital policies
- Serves as the primary contact for the program, liaising with those directly associated with the program, the Institutional GME Office, and regulatory agencies. Advises residents/fellows, program staff/faculty of program and institutional policies and procedures
- May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees
- Regularly attends monthly program coordinator meetings and GME educational offerings. Collaborates with other colleagues to develop best practices, and serves as an administrative reviewer of other GME programs. Should regularly attend national GME or specialty conference(s)
Department:
School of Medicine and Public Health, Department of Medicine, Operational Area of Education
Fueled by innovation yet grounded in kindness, the Department of Medicine empowers leaders to transform medicine and improve lives everywhere. We are committed to professional fulfillment and health equity. We strive to ensure that everyone in our department understands the importance of social impact and belonging—and is empowered to champion it in all they do. Join us and be a part of supporting our nationally recognized faculty, innovative medical education programs and exceptional clinical care as we work towards our vision of healthy people and healthy communities!
The Department of Medicine Education Services team supports a comprehensive portfolio of undergraduate, graduate, and continuing medical education programs. Our team partners with faculty leaders and staff across the department and institution to design and deliver high-quality educational experiences, ensure compliance with accreditation standards, and advance innovative approaches to medical training. Through collaborative leadership and operational excellence, we help prepare the next generation of physicians.
Compensation:
The starting salary for the position is $80,000 annually; but is negotiable based on experience and qualifications.
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. For more information, refer to the campus benefits webpage.
Required Qualifications:
2 years relevant work experience in medical education administration or related field
Demonstrated excellent written and verbal communication skills
Proficient in Microsoft Suite and highly adept at using software applications such as video conferencing platforms, presentation programs, calendaring systems, etc.
Preferred Qualifications:
Familiarity with MedHub
Familiarity with UW Health Enterprise software (Oracle, QGenda, etc)
Knowledge of Accreditation Council for Graduate Medical Education (ACGME) policies and procedures
Education:
Bachelor’s Degree preferred; focus in health care administration, education administration, public health, or related field preferred
How to Apply:
For the best experience completing your application, we recommend using Chrome or Firefox as your web browser.
To apply for this position, select either “I am a current employee” or “I am not a current employee” under Apply Now. You will then be prompted to upload your application materials.
Important: The application has only one attachment field. Upload the following documents in that field, either as a single combined file or as multiple files in the same upload area. Failure to submit the required documents will result in no longer being considered for the position.
• Cover letter (required)
• Resume (required)
Your cover letter should address how your training and experience aligns with the required and preferred qualifications listed above. Application reviewers will rely on these written materials to determine which applicants move forward in the process. References will be requested from final candidates. All applicants will be notified once the search concludes and a candidate is selected
University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work.
The department will not be able to support a request for a J-1 waiver. If you choose to pursue a waiver and apply for our position, neither the UW nor UWMF will reimburse you for your legal or waiver fees.
Contact Information:
Kara Westmas, MS, kwestmas@medicine.wisc.edu and Jacki Johnson, M.Ed, jjohnson2@medicine.wisc.edu
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.