Residency/Fellowship Program Coordinator II

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Job Description

Office of Educational Affairs Administration

Reports to and supports the Office of Educational Affairs mission, aims, and leadership team [senior associate dean for educational affairs (SADEA) and the associate dean for educational affairs (ADEA) in the College of Medicine-Jacksonville Office of Educational Affairs and the associate director of education and training programs].

Collaborates with other University of Florida College of Medicine-Jacksonville (UFCOM-J) leaders with special projects and performs other related duties as assigned. Analyzes and resolves complex administrative procedural issues. Serves as a liaison between the department and other agencies and/or departments. This includes the integration of new Accreditation Council for Graduate Medical Education (ACGME) requirements at the institutional and program level.

Coordinates accredited and non-standard program coordinator educational sessions, teaching ACGME accreditation standard’s protocol, National Resident Match Program (NRMP) and American Medical Association (AMA) Freida Online processes, and New Innovations’ (NI) modules. Develops coordinators’ resources for distribution at coordinator meetings, at individual or group coordinator training sessions, and through electronic delivery via the shared server.

Researches, writes, edits and develops a range of internal and external communications, including website content.

Disseminates information to the residents through email announcements and postings on the New Innovations announcement page.

Assembles electronic documents for distribution and submission by various internal and external customers including formatting, proofing, customizing forms as needed utilizing Microsoft ™ (MS) Suite including Word ™, Excel ™, Power Point ™, Access ™ and/or Adobe Acrobat ™.

Participates in graduation activities for graduating trainees such as scheduling, event set-up and tear down.

Participates in orientation activities for incoming trainees such as set-up and tear-down for N-95 mask fit testing, identity proofing, badge photo sessions, and other scheduled events.

Other duties as assigned

Office of Educational Affairs Support

Along with the Associate Dean for Student Affairs (ADSA) and the Associate Director Education and Training Programs, this position manages all aspects of the human resources functions necessary for medical education trainees in UFCOM-J ACGME and CODA accredited and non-accredited training programs, and in external training programs that rotate through the College of Medicine-Jacksonville Office of Educational Affairs.

Evaluates the Office of Educational Affairs internal and external trainee appointment process, recommends process improvements to align the process with UF policies, and implements those processes in the departments through education verifying compliance.

Manages all Florida Department of Health Board of Medicine and Board of Osteopathic Medicine live scan finger printing for licensure. Arrange live scan provider services and manages all department resident appointments for fingerprinting.

Collaborates and assists with special projects and performs other related duties as assigned by the SADEA.

Manage all UFCOM-J Office of Educational Affairs housestaff personnel and office file retention. Train and monitor staff members completion and accuracy of electronic records prior to hard copy file disposal. Follows UF Office of the Provost Records Disposal Schedule, submitting requests for approval and completing disposal per approved notice of intent. Advise faculty, staff, and program administrators regarding departmental file retention process and University requirements. Review institutional policy and update as needed. Implement policy within each department.

Coordinator Support

Provides communication to program directors, program managers, coordinators, and assistants regarding updates to the annual OEA calendar. Manages calendar events such as training sessions, outside educational facility appointment materials due dates, and review of information provided by other UF and UF Health-Jacksonville departments.

Coordinates distribution of information to housestaff.

Recommends updates to the Program Coordinator’s Policies and Procedures manual, program coordinator instruction guides, and file sharing using the UF server. Implements policy and procedure updates through coordinator education, solves barriers to departments achieving policy compliance.

Plans and coordinates external department’s coordinator educational training sessions. Expert resource to program managers and coordinators, resolves complex issues with the residency management system modules including administrative set-up, personnel data, block and assignment schedule, portfolio, conference, evaluations, duty hours, and procedure logger. Recommends process improvement and workflow management techniques to ensure program manager and coordinator success.

As part of the coordinator development leadership team, manager plans and coordinates monthly program manager, coordinator, and assistant meeting agenda. Leads meeting topics to improve staff members understanding and expertise in graduate medical education.

Graduate Medical Education Support

Manages resident training activity reports for the Federal Center for Medicare and Medicaid Services (CMS) Interns and Residents Information System (IRIS) and the Florida Statewide Residency Medicaid program via the resident block schedule and rotation definitions coding in the web-based residency management system. Runs monthly resident rotation reports, and provides roster information to associated departmental entities. Identifies, evaluates, and resolves complex issues related to rotation definition and cost reporting. Provides oversight to program administrators and coordinators through the annual rotation definition review process.

Provides UF and non-UF resident data for cost analysis used in the IRIS reimbursement cost report data production for biennial report. This report calculates the total cost associated with educating one physician training in all accredited and non-accredited training programs. The individual must be able to accurately gather and input required information using key sources, understand Microsoft Excel functions, generate accurate calculations.

Enters housestaff personnel records information into all systems as required, including, but not limited to, New Innovations and PeopleSoft, which includes: new appointments, reappointments and courtesy appointments, terminations, ECFMG J-1 Visa processing, Fragomen H1B Visa processing, prior training analysis and identification, annual housestaff stipend increases (roll-forward), and off-cycle increases.

National Resident Matching Program: provides data entry review of program quota and ensures all programs are compliant with NRMP regulations, including, but not limited to, candidate attestation, rank order list, NRMP match history, waiver, and violator restriction.

Works with external institutions coordinators when courtesy resident rotations are planned. Monitors monthly block schedule, reviews and approves rotation packets, coordinates access management, and works with contracts to ensure ACGME requirements are met. Recommends packet updates as appropriate. Provides coordinator education and coordinates contract/packet/rotation.

Assist with management, monitoring and payment of housestaff outside activities. Recommends packet updates as appropriate. Coordinates packet updates on an annual basis, when housestaff fringe benefit pool rates are finalized and available.

Monitor program compliance and accuracy of GME Track Annual housestaff survey updates.

Monitor program compliance and accuracy of ACGME Accreditation Data System housestaff updates.

Educate program managers, coordinators, and assistants in the contracts template and electronic contracts submission process, verifies contracts in place prior to start of educational assignments.


Expected Salary:
Between $55,000 and $65,000


Minimum Requirements:

Bachelor’s degree and three years of experience coordinating educational programs, accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.


Preferred Qualifications:

Master’s degree and two years of experience coordinating educational programs at the institutional level and TAGME certification.



Special Instructions to Applicants:

This position has been reposted. Previous applicants are still under consideration and need not reapply.

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

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

The University of Florida is an Equal Opportunity Employer. The University is committed to nondiscrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.


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