Residency/Fellowship Program Assistant

Classification Title:

Residency/Fellowship Program Assistant

Classification Minimum Requirements:

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

Job Description:

Fellowship Program Duties

1. Serves as the primary point of contact for all inquiries of the Fellowship Program(s) – Pulmonary/Critical Care Medicine.
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 (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.
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 adheres to ACGME standards 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 annually, including but not limited to assisting Program Director 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.
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.

Divisional CME Management

1. Submits annual renewal applications for Pulmonary/Critical Care Grand Rounds conferences (including the 5-year renewal application).
2. Coordinates with CME office in sending required documents (on a regular basis) in maintaining CME credit – e.g., event flyer, full disclosure, goals and objectives, prior to each event. As well as submits attendance to CME, after each event.
3. Attends and leads the Grand Rounds committee meetings.
4. Corresponds with scheduled speakers in gathering required CME documents (event flyer, full disclosure, goals and objectives).
5. Orders catering or each of the scheduled Grand Rounds events, as necessary.

Clinical Rotation Management

1. Manages and keeps track of master clinical rotations medical students, as well as other rotators.
2. Corresponds with PD in assigning and scheduling rotators for appropriate rotations (as availability allows).
3. Corresponds with each rotator, prior to them rotating, in completing and submitting required documents.
4. Coordinates with the COM Student Affairs office regarding approved rotators, along with those who are going to be scheduled/pending final approval.
5. Escorts/provides directions and instructions to approved rotators.

Other Responsibilities Assigned by Supervisor, including but not limited to:

1. Faculty Promotion and Tenure
2. Annual Faculty Evaluations
3. Housestaff (fellow) travel and expense reports (also including membership renewals and dues).
4. Annual Fellowship Graduation, including securing a venue, catering, event set-up and teardown, emceeing the event, and strictly adhering to a modest budget.
5. 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.
6. Ensures conference attendance lists are up to date and complete. Assist faculty in scheduling academic conferences, which may include contacting sponsors, catering, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation.
7. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisio