Program assistant Jobs in Gainesville, FL

Job Description:

The Department of Community Health and Family Medicine at the University of Florida seeks a Residency/Fellowship Program Coordinator I to serve as the primary administrative contact for the UF Sports Medicine Fellowship. This position manages the daily operations of the fellowship program and provides comprehensive support to faculty, fellows, and affiliated stakeholders while ensuring compliance with ACGME, GME, and University requirements.

Primary Responsibilities

Program Administration and Accreditation

• Coordinate and oversee all aspects of fellowship administration in compliance with ACGME and GME requirements.
• Manage accreditation activities, annual reporting, program evaluations, and site visit preparation.
• Maintain program records, policies, procedures, and fellowship handbooks.
• Coordinate fellow training requirements, examinations, certifications, and licensure activities.

Scheduling and Operations

• Develop and maintain clinical, rotation, didactic, and athletic coverage schedules.
• Manage fellow leave requests and ensure adequate coverage and compliance with duty hour requirements.
• Coordinate educational conferences and maintain attendance and evaluation records.
• Serve as the primary liaison among faculty, fellows, rotation sites, affiliated organizations, and the GME office.

Evaluation and New Innovations Management

• Administer evaluations, procedure logs, curriculum assignments, and reporting within New Innovations.
• Maintain confidential fellow records and support Clinical Competency Committee and Program Evaluation Committee activities.
• Ensure timely completion of required faculty and fellow evaluations and annual surveys.

Recruitment and Marketing

• Coordinate fellowship recruitment activities, including application review, interview scheduling, rank meetings, and Match participation.
• Maintain fellowship websites and external systems, including ERAS, NRMP, and ACGME databases.
• Communicate with prospective applicants and represent the program at recruitment events.

Financial and Administrative Support

• Assist with budget development and monitor program expenditures.
• Process travel requests, reimbursements, memberships, licensing fees, and purchasing activities.
• Coordinate office operations and provide administrative support to fellowship faculty.

Continuing Medical Education and Scholarly Activities

• Coordinate fellowship lectures and Continuing Medical Education activities, including speaker management, attendance tracking, and documentation.
• Support quality improvement initiatives, scholarly activities, and research-related functions.
• Collaborate with institutional partners to advance fellowship goals and educational initiatives.

Special Projects and Additional Responsibilities

• Support departmental fellowship programs and special initiatives.
• Coordinate alumni relations, graduation activities, and fellowship events.
• Maintain program websites and social media content.
• Perform other duties as assigned in support of departmental and fellowship operations.

Expected Salary:

$, - $,; commensurate with education and experience

Required Qualifications:

Bachelor's degree and two years of relevant experience; or an equivalent combination of education and relevant experience.

Preferred:

• Experience using virtual meeting platforms, such as Zoom.
• Familiarity with internet browsers and search tools, including Microsoft Edge and Google.
• Knowledge of commonly used social media platforms, including Facebook, X (formerly Twitter), and Instagram.
• Knowledge of University of Florida travel policies and procedures.
• Experience using New Innovations and PeopleSoft systems.
• Excellent organizational and time management skills, with the ability to manage multiple priorities effectively.
• Strong attention to detail and commitment to accuracy.
• Effective written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently and collaboratively in a fast-paced environment.