| Job Description: |
Residency
- Oversees daily activities of the residency program
- Organizes and prioritizes the activities of the residents; monitor work progress status and ensure compliance with deadlines
- Serve as first point of contact to residents for the interpretation and application of policies, procedures and program guidelines. Troubleshoots discrepancies and determines appropriate corrective actions to be taken
- Collaborate in the development and implementation of operational policies, procedures and standards, and communicate associated changes. Identify and report compliance issues
- Assist in maintaining the residency curriculum, including competency-based goals and objectives for each assignment and each level of training
- Attend all Pediatric Education Curriculum Committee Meetings and Clinical Competency Committee Meetings
- Coordinate the Advocacy Rotation for 36 residents per year
- Provide both administrative supervision and support to residents
- Act as a liaison between residents and program and hospital administration
- Assists in program-level policy development and the development of the strategic planning of the residency program and monitor the budget for various residency activities
- Manages materials for the in-training exams, schedules proctors, and serves as lead proctor for exams.
- Coordinates with Chief Residents in preparing rotation schedules and conference calendars
- Organizes and maintains resident personnel files
- Tracks and maintains resident credentialing documents and deadlines. Ensures that residents are in compliance with UF required trainings
- Tracks leave and PDA expenditures for all residents
- Tracks and updates scholarly activity annually for all residents and faculty
On-Boarding and Recruitment
- Perform residency recruitment responsibilities and correspond with newly matched residents about requirements and process for appointment to the hospitals.
- Maintains the recruitment database during the residency recruitment season. Prepares recruitment materials for interview dates.
- Responsible for managing and monitoring onboarding for all residents and plans and implements orientation schedule in conjunction with the chief residents. Prepares contracts for incoming residents and termination paperwork and checklists for residents leaving the program. Processes and troubleshoots new and renewal visa paperwork for international residents.
Meeting and Event Coordination
- Coordinates meetings and events for the residency program including the Pediatric Education Committee, the Clinical Competency Committee, Semi-Annual Reviews. Prepares all associated documents.
- Prepares minutes and maintains files for PEC, CCC, meetings
- Develops handouts, brochures, invitations advertisements, and materials for meetings, conferences, events, and lectures
- Coordinates all office catering including but not limited to resident lunches/dinners, orientation, recruitment, class advisor, PEC meetings. Tracks catering budget and maintains detailed records.
- Maintains the PME Team calendar and Academic outlook calendar including all program events, orientation, recruitment, Academic Half Day, ITE, etc.
- Manages Program Directors calendar and meeting scheduling.
- Set-up and monitoring of conference calls.
- Organize meetings, assist in the preparation for Accreditation Council for Graduate Medical Education (ACGME) Site Visits and internal reviews
Evaluation Coordination and Tracking
- Works with assistant director to coordinate and manage all faculty and resident evaluations for the residency program.
- Responsible for maintaining schedules for all divisions, matching evaluations using New Innovations, and troubleshooting issues with matches or completion.
Administrative Support
- Processes and monitors all program covered travel and expenses for residents, program director, and program leadership. This includes obtaining approvals, assisting with travel arrangements and conference registrations, and processing all Travel Authorizations and expense reports.
- Provides daily phone coverage for PME Office, responsible for distributing all faxes and phone messages.
- Distributes incoming and outgoing mail daily for Program Director, Chief Residents, residents and faculty.
- Initial office contact, responding to visitors including students, residents, fellows and faculty.
- Assists residents as needed with badges, pagers, fobs and other items as needed.
- Pages residents as needed with messages, meeting reminders and documentation follow-up
- Responsible for ordering office supplies, reconciling Pcard, and followi budgetary guidelines for all purchases.
- Provides administrative support to the Program Director, Associate Program Director and Assistant Director.
- Assists with coverage for Pediatric Medical Education Office administrative/operational tasks as needed and this position assists with all other duties as assigned.
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| Preferred Qualifications: |
- Ability to establish and maintain effective working relationships with subordinates, peers, and faculty.
- Ability to communicate effectively verbally and in writing.
- Computer skills including, but not limited to, Excel, Word, PowerPoint, and Outlook.
- Knowledge of University of Florida travel/purchasing rules and regulations.
- Ability to proofread and handle confidential correspondence.
- Ability to organize workload to handle on a priority basis.
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| Special Instructions to Applicants: |
To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references.
8 AM to 5 PM – Monday to Friday, unless hours adjusted for office events and catering setup.
The University of Florida is committed to non-discrimination 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.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
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