Res/Fellowship Prog Assistant

Classification Title:

Res/Fellowship Prog Assistant

Job Description:

The Department of Medicine, Division of Gastroenterology, Hepatology and Nutrition is seeking a full time Res/Fellowship Prog Assistant. Encompassing 33 Faculty, 15, Fellows and over 40 staff with $20M in restricted and unrestricted revenues.  Under the direction of the Division Administrator, the Administrative Support Assistant is responsible for providing administrative support and coordination to all faculty.  The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors.  The Administrative Support Assistant performs 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. Position reports to the Division Administrator.

Essential Functions;

Fellowship Program Duties (15 Fellows):

1. Serves as the primary point of contact for all inquiries of the Fellowship Program(s).(Gastroenterology, Transplant Hepatology and Advanced Endoscopy)

2. 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.

3. Schedules interviews 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. 

4. Compiles necessary information for the ACGME site visits in an accurate and timely manner.

5. Creates, maintains, and updates all fellowship documents required by the ACGME guidelines.  Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director.  Maintains filing system for all fellowship documents and correspondence.  Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.

6. Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting.

7. Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation handbook, and scheduling onboarding sessions with UF House Staff 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.

8. Upkeep of New Innovations evaluation system, including entering schedules, running reports, and monitoring the compliance of fellows, faculty, and staff to evaluation requests.

9. 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.

10. Assist the educational director with scheduling 3rd & 4th year medical students for elective rotations with the GI fellowship program

Conference Scheduling and Administrative Support

1. Administrative support to all Program Directors and Assistant Program directors. This includes calendar management, scheduling meetings, travel, typing and any other reasonable academic support requests.

2. Assist faculty in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation.

4. Ensures conference attendance lists are up to date and complete.

5. Obtain journal articles as needed, copying, printing, organizing presentations, and obtaining meeting space.

6. Travel authorizations and expense reports for fellow travel.

7. Membership renewals and dues for fellows.

8. Annual Fellowship Graduation, including securing a venue, catering, event set-up and teardown, emceeing the event, and strictly adhering to a modest budget.

9. Maintains Divisional calendar for meetings and conferences and posts and distributes the calendar as needed. Sends weekly reminder emails to faculty and fellows for meetings and conferences.

10. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff.

11. Assist with academic office phones and faxes

Other Responsibilities
1. Serves as a liaison to multiple internal and external entities, including but not limited to:
a. Departments in the College of Medicine
b. Department of