Program Assistant – Department of Emergency Medicine

Classification Title:

Res/Fellowship Prog Assistant

Job Description:

The University of Florida, Department of Emergency Medicine, actively seeks a motivated and detail-oriented Program Assistant to join our education team. Reporting to the Assistant Director of Health Care Administration, you will play a vital role in ensuring the success of the department’s educational mission. This position supports residency, fellowship, and undergraduate medical education (UME) programs, with responsibilities spanning event coordination, administrative operations, and program compliance. Working closely with the education coordinators, faculty, staff, and learners, you will provide essential administrative support, coordinate key academic activities, and help maintain compliance with accreditation standards.

Be part of a team shaping the future of healthcare education at one of the nation’s leading academic institutions! 

Primary Responsibilities

Educational Administration

• Ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines by assisting with documentation and reporting.
• Coordinate oral boards, simulations, in-service exams, and other key academic activities, including scheduling and communication.
• Organize department-wide educational events, such as Procedure Palooza, Orientation, and Graduation.

Residency Program Support

• Organize weekly Residency Conferences, including room setup, food arrangements, and attendance tracking in New Innovations.
• Support committee meetings (Clinical Competency Committee, Program Evaluation Committee) by managing logistics, gathering required materials, and recording minutes.
• Oversee the Grand Rounds Presentation process, ensuring all documents are prepared and submitted to the CME office.
• Assist with residency recruitment and hiring.

Undergraduate Medical Education

• Manage monthly student shadowing schedules and process applications for over 20 students per month.
• Support UME events such as Procedure Palooza, ensuring all logistics are in place.
• Maintain accurate medical student schedules and assignments in ShiftAdmin.

Fellowship Support

• Provide administrative support for the hiring and credentialing of fellows.

The City of Gainesville:

Gainesville, home to the University of Florida, is ranked #1 best city to move to in Florida by USA Today. Centrally located in North Florida, it offers a blend of small-town charm and big-city amenities, with close proximity to major airports, family entertainment, and some of the best beaches in the world. Known for its beautiful landscapes and urban forest, Gainesville is a hidden gem that provides year-round outdoor activities, award-winning college sports, and a rich cultural scene. The University of Florida and UF Health are the leading employers in the area, making Gainesville an excellent place to work and raise a family. Learn more about Florida’s premiere health system, UF Health, and the advantages of living in Gainesville at UF Health Destination.

Expected Salary:

The annual salary ranges between $43,700 - $45,000 and is commensurate with education and experience.

At the University of Florida, we are committed to the well-being and professional growth of our employees. Our benefits package is designed to support your health, work-life balance, and financial security:

• Generous Paid Leave: Enjoy 22 days of paid vacation, 13 days of paid sick leave, 11 paid Holidays, and 8 weeks of paid parental leave.
• Health Insurance: Affordable options for individuals and families.
• Retirement Benefits: State of Florida retirement plans and life insurance.
• Wellness Programs: Access to wellness resources to support work-life balance.
• Public Service Loan Forgiveness Eligible Employer
• Professional Development Opportunities
• Flexible work schedules and remote work options

For more details on our comprehensive benefits, visit UF Benefits.

Minimum Requirements:

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

Preferred Qualifications:

• Prior administrative experience in an academic or healthcare setting.
• Familiarity with ACGME guidelines and educational program operations is a plus.
• Exceptional organizational skills, attention to detail, and a