Res/Fellowship Prog Assistant

Classification Title:

Res/Fellowship Prog Assistant

Classification Minimum Requirements:

Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Job Description:

The Department of Medicine, Division of Pulmonary, Critical Care & Sleep Medicine is recruiting for an exceptional candidate as Fellowship Coordinator. Under the direction of the Assistant Director and Program Director(s), the Fellowship Coordinator provides programmatic and administrative support to Pulmonary Fellowship Programs. The position must help meet program guidelines, maintain accurate records for fellow and faculty educational and clinical assignments, and manage the annual fellowship program budgets, along with being responsible for coordinating additional Division specific medical education tasks. The Coordinator manages responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position's job duties.
We are seeking an engaging, professional, and highly responsible individual for this role. Your ability to work autonomously, set priorities, meet deadlines, and exercise sound judgment in diverse situations is crucial. Strong organizational skills, attention to detail, exceptional communication, and desire to create a welcoming environment are key attributes for success in this position.
This position requires on campus presence and is not eligible for remote work during the initial onboarding and training period. Hybrid flexibility may be provided after completion of the initial training period.
We Offer Exceptional Benefits:
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Florida Retirement System Retirement Plans
- Paid Time Off
- Personal and Professional Development Opportunities (UF Training & Organizational Development)
- Tuition Assistance (UF Employee Education Program)
- Public Service Loan Forgiveness (PSLF) Eligible Employer

Essential Functions;

Fellowship Accreditation Activities
1. Serves as the primary point of contact for all inquiries of the Fellowship Programs. 2. Compiles necessary information for the ACGME site visits in an accurate and timely manner. 3. Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program adheres to ACGME standards and brings any concerns to the attention of the Program Director(s). Maintains filing system for all fellowship documents and correspondence. Keeping the Programs aligned with ABIM, ACGME, NRMP, and LCME is a top priority. 4. Upkeep of New Innovations evaluation system, including entering schedules, running reports, and monitoring the compliance of fellows, faculty, and staff to evaluation requests. 5. Attends DOM and COM meetings regarding fellowship activities. Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.

General Fellowship Program Duties
1. Maintains an electronic progress log and files on all applicants (or other files as required) as Fellowship Programs move into a match. Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list. 2. Schedules interviews (in-person and virtual, depending on individual program’s preference) and creates itinerary for fellowship applicant interviews with appropriate faculty, Chief, etc. Confirms date, time, and location of all appointments in the week prior to the interview. Makes hotel accommodation and other necessary arrangements to ensure the applicants’ interview day flows properly and is presented in a professional manner.
3. Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting. 4. Organizes new fellow orientation annually, including but not limited to assisting Program Director(s) with orientation handbook, and scheduling onboarding sessions with UF Housestaff Office and VA Hospital, such as network account access, ACLS training, electronic medical record training, security and confidentiality training, research orientation, and 1st year endoscopy seminar.
5. Annual Fellowship Graduation, including securing a venue, catering, event set-up and teardown, emceeing the event, and strictly adhering to a modest budget.

Other Responsibilities Assigned by Supervisor, inclusive but not limited to:
1. Divisional CME management
2. Clinical learner rotation management
3. Maintains Divisional calendars for meetings and conferences, posts and distributes the calendar as needed. Sends weekly reminder emails to faculty and fellows for meetings and conferences.
4. Responsible for working with the Program Directors to build the annual fellowship schedules and ensure everything is in alignment with UF/Shands/VA/external funding requirements.
5. Prioritize assignments and messages based on urgency or deadlines and work cooperatively with other Division, Department, and University staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance, as established by the Division office manager.
6. Serve as a liaison to multiple internal and external entities, including but not limited to: Departments in the College of Medicine or Department of Medicine and its Divisions o Department of Medicine Fellowship Office, Division Clinics, VA Medical Center, Industry Partners. Consistently strive to represent the Division, Department, and University in a positive and professional manner. Work closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs. Provide direct back-up support when absences occur. Adhere to all office policies, procedures, and protocols established by the Division.

Expected Salary:

$19.23 - $24.76 hourly

Required Qualifications:

Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Preferred:

Proficiency in Word, Excel, PowerPoint, E-mail and Internet
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Ability to plan, organize and coordinate work assignments.
• Ability to establish and maintain effective working relationships with others.
• Ability to function under stressful circumstances always maintaining respectful and supportive interactions
• Ability to communicate effectively both verbally and in writing. Ability to plan, organize and coordinate work assignments
• Ability to work independently
• Strong interpersonal and telephone skills

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No