Residency / Fellowship Program Administrator

Residency / Fellowship Program Administrator

The Residency / Fellowship Program Administrator administers and coordinates the operations and activities of the medical residency / fellowship program(s) within a Morsani College of Medicine department at USF Health. Performs various administrative duties which are integral to the day-to-day operations of the educational infrastructure and accreditation requirements of the Residency / Fellowship Program.

Nature of Work : This position typically reports to a department chair, a medical education program director, or other appropriate administrator within the department. Working under general direction, a Residency / Fellowship Program Administrator establishes program activities, prioritizes program-related tasks, and ensures that important deadlines are communicated and met. The Program Administrator handles moderately complex issues and problems and refers more complex issues to higher-level staff; and may provide leadership, coaching, and / or mentoring to subordinates. Residency / Fellowship Program Administrators are involved in a broad range of administrative and operational duties supporting the planning and execution of the educational mission in a residency / fellowship program. Work at this level meets the FLSA criteria for an administrative exemption since the primary duties are directly related to the academic mission of the university, requiring the application of discretion and independent judgment on matters of significance with respect to program planning and coordination of academic and operational activities. This position differs from the Sr. Medical Education Program Specialist classification by providing management support, assisting with the planning and execution of the educational mission in a residency / clinical fellowship program, and developing and implementing procedures to ensure accreditation standards are maintained and met.

Responsibilities

Administers the day-to-day operational activities of the residency / fellowship program and ensures program goals and objectives are accomplished.

Participates with program director and faculty in planning, directing, and effectively coordinating academic and operational activities of a residency / fellowship program in order to meet accreditation and other regulatory requirements for graduate medical education.

Ensures that all activities and deliverables in support of the residency / fellowship program are properly completed and met. Ensures the program remains in compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines and USF Graduate Medical Education (GME) policies and procedures.

Supports the residency / fellowship program personnel (faculty, resident & staff) by interpreting organizational and departmental policies, standards, operational procedures and guidelines.

Participates in the development and implementation of operational policies, procedures and standards.

Develops the goals, objectives, core curriculum, resident manual, and site review documents for residency / fellowship programs.

Serves as a program liaison with residents / fellows, ACGME, GME office, the affiliated hospitals, institutions, and various other agencies, organizations, and groups.

Manages evaluations for the program (e.g. evaluation of faculty, residents / fellows, program, rotations, peers).

Maintains educational files on all residents / fellows to monitor progress in the program and for future credentialing purposes.

Manages and coordinates resident interview activities such as : screening applications, scheduling interviews, creating applicant information packets, and agendas.

Assists the Central GME Office with onboarding the program's residents / fellows.

Creates and maintains residency / fellowship program block rotation schedules.

Monitors resident schedules to ensure compliance with ACGME work hour rules and brings discrepancies to the attention of all affected.

Maintains the block and daily schedules for billing purposes and attests to accuracy for monthly billing of affiliates and hospital partners.

Analyzes quantitative and qualitative data to produce reports for internal and external use, including accreditation reviews and the Annual Program Evaluation. Writes reports and prepares presentations about the academic programs.

May be responsible for the program education fund budget and expenses.

May oversee or supervise program staff personnel.

Performs other duties as assigned.

Qualifications

This position requires a Bachelor's degree and two (2) years of experience coordinating medical education programs or accredited residency and / or fellowship programs; or an equivalent combination of education and relevant experience.

Senate Bill 1310- The Florida Senate (https : / / www.flsenate.gov / Session / Bill / 2023 / 1310) is conditional upon meeting all employment eligibility requirements in the U.S.

SB 1310 : Substitution of Work Experience for Postsecondary Education Requirements

A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed :

(a) Two years of direct experience for an associate degree;

(b) Four years of direct experience for a bachelors degree;

(c) Six years of direct experience for a masters degree;

(d) Seven years of direct experience for a professional degree; or

(e) Nine years of direct experience for a doctoral degree

Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.

Minimum qualifications that require a high school diploma are exempt from SB 1310.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws :

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application / interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.