Assistant Director, Housestaff Affairs

University of Florida•Gainesville, FL

About The Position

The Assistant Director, Housestaff Affairs partners with the Senior Associate Dean for Graduate Medical Education and DIO to provide the operational and strategic management of the institutional infrastructure supporting residents and fellows across UF Health and the College of Medicine. The position directs a major operational function within the Office of Graduate Medical Education and serves as the primary institutional point of contact between the housestaff workforce, the GME office, and UF Health hospital operations. The position is responsible for the operational management of the housestaff experience, including institutional onboarding, facilities and wellness infrastructure, hospital-funded budgets, and related programming. The role serves as the primary liaison to housestaff councils and coordinates the resolution of operational issues affecting trainees in the clinical environment. The position also serves as a point of contact for housestaff concerns, partnering with the DIO and appropriate institutional offices to triage and connect individuals to established resources. The position formulates and implements policies, procedures, and strategic initiatives that support the housestaff workforce; participates in the strategic planning of the GME office; collaborates with UF Health, the College of Medicine, and external partners on matters affecting graduate medical education; and supports the DIO in monitoring and addressing institutional compliance with the Accreditation Council for Graduate Medical Education (ACGME) Institutional Requirements and Common Program Requirements as they pertain to the housestaff environment. This is a mission-critical position that directly affects trainee retention, the quality of the clinical learning environment, and the institution's standing with ACGME.

Requirements

Masters degree in an appropriate area and two years of relevant experience; or a bachelors degree in an appropriate area and four years of relevant experience.
Proficiency with standard office and productivity tools (Microsoft Office suite) and the ability to learn institutional systems quickly.

Nice To Haves

Six or more years of progressively responsible administrative or leadership experience in a teaching hospital, academic medical center, or medical school environment.
Experience in graduate medical education or academic medicine
Familiarity with ACGME Institutional and Common Program Requirements
Experience managing operational budgets in a complex institutional setting
Experience supporting or advising professionals navigating workplace concerns or grievance processes
Demonstrated success in cross-institutional collaboration between academic and clinical partners.
Demonstrated ability to lead and manage complex operations and budgets in a professional environment with multiple stakeholders and competing priorities.
Strong interpersonal and communication skills, including the ability to engage effectively and credibly with trainees, faculty, hospital leadership, and university administration.
Demonstrated discretion, sound judgment, and the ability to handle sensitive and confidential matters with the level of care expected in a senior advisory role.
Capacity to work collaboratively and credibly across institutional lines, including in environments with shared accountability between academic and clinical partners.
Strong problem-solving skills and the ability to navigate ambiguity, particularly in situations where institutional structures, policies, or roles are evolving.
Ability to manage multiple priorities and competing demands in a fast-paced, deadline-driven environment.
Commitment to trainee wellbeing, professional development, and the educational mission of academic medicine.

Responsibilities

Participates in strategic planning for the Office of Graduate Medical Education, contributing institutional perspective on housestaff experience, retention, wellness, and the clinical learning environment.
In collaboration with the DIO, formulates, implements, and evaluates institutional policies and procedures governing housestaff operations, including those required by ACGME Institutional Requirements.
Establishes performance goals and measures to evaluate the effectiveness of housestaff operations and the trainee experience, and reports outcomes to the DIO and GME office.
Provides strategic input to the DIO and GME office on actual or anticipated ACGME compliance concerns affecting the housestaff environment, recommending mitigation strategies and improvement initiatives.
Represents the GME office on institutional committees as designated by the DIO, including those addressing housestaff wellness, professionalism, diversity and inclusion, leadership development, and quality improvement.
Supports the work of the Institutional Program Review Committee (IPRC), the GMEC subcommittee responsible for the oversight and special review of underperforming training programs in accordance with ACGME standards. Specifically, organizes and attends the resident-to-resident meetings conducted as part of the IPRC review process, ensuring that trainee perspective is gathered effectively and that the meetings are conducted with appropriate confidentiality and care.
Directs the operational infrastructure that supports residents and fellows in the clinical environment, including call rooms and sleep facilities, workspace, technology access, security access (fobs and credentials), parking, and related logistics.
Oversees the housestaff wellness facilities, including the housestaff exercise spaces and lounges, ensuring they are functional, well-maintained, and responsive to trainee needs. Anticipates facility and infrastructure needs and develops proposals for upgrades, repairs, and capital projects in coordination with UF Health.
Plans, coordinates, directs, and evaluates the institutional housestaff orientation program in collaboration with the DIO, GME office staff, and individual training programs.
Supports the planning and execution of additional GME events and programming, including chief resident training, required compliance training, leadership feedback meetings, housestaff mixers, and similar institutional activities.
Identifies, triages, and resolves operational issues affecting trainees in the clinical environment, escalating systemic concerns to the appropriate GME or hospital leadership and developing standardized processes to manage recurrent issues.
Serves as the institutional liaison to the Housestaff Executive Committee and other housestaff councils, supporting their work and ensuring effective communication between trainees and institutional leadership.
Plans and leads regular institutional resident and fellow meetings, setting the agenda in collaboration with the DIO, facilitating discussion, and ensuring that issues raised by trainees are tracked and brought to resolution.
Functions as a confidential, accessible point of contact for residents and fellows navigating concerns related to their training experience. Maintains a high level of discretion and judgment in handling sensitive matters and connects trainees to appropriate institutional resources, including formal grievance processes, Title IX, the Office of the General Counsel, the Employee Assistance Program, Benefits, and ombuds channels when warranted.
Coordinate with the DIO and, when appropriate, Director of Human Resources (UF Health or College of Medicine, as applicable) in the resolution of complaints and grievances when indicated.
Represents the housestaff perspective at UF Health and College of Medicine committees and meetings, and develops and maintains informational resources to support trainees in meeting hospital and training program requirements.
Plans, manages, and evaluates UF Health-sponsored social and community programming for housestaff that supports community-building, morale, and trainee retention across programs.
In collaboration with the College of Medicine and UF Health, develops, maintains, and administers the housestaff budgets, including the Gatorbites meal program and other hospital-funded budgets supporting trainee meals, wellness, social programming, and operational needs.
Develops annual budget proposals, monitors expenditures against budget, and provides regular financial reporting to the DIO and to UF Health as the funding partner.
Anticipates needs for the maintenance and improvement of housestaff facilities, programs, and infrastructure, including upgrades, repair costs, and capital projects, and develops cost-effective strategies to meet those needs.
Ensures financial stewardship and compliance with university, state, and federal regulations governing the use of funds.
Oversees the implementation, evaluation, analysis, and reporting of outcomes for ACGME, College of Medicine, and UF Health institutional requirements as they pertain to the housestaff environment, including but not limited to clinical and educational work hours and moonlighting; fatigue mitigation including sleep facilities and transportation; confidential processes for reporting, investigating, and addressing housestaff concerns; access to food during clinical and educational assignments; and safety and security measures for housestaff at all participating sites.
Compiles and reports data for annual surveys and reporting requirements, including but not limited to ACGME, the American Medical Association (AMA), the Association of American Medical Colleges (AAMC), and the Council of Teaching Hospitals and Health Systems (COTH), for UF Health and partner sites as applicable.
Management and oversight of the Housestaff Affairs webpage. Updates information and follows all UF Health, UFCOM and Federal and State mandated compliance requirements
Supervises GME Operations Coordinator(s) and other administrative or program support staff as assigned by the DIO. Provides timely performance feedback, conducts evaluations on schedule, identifies professional development opportunities, and supports staff growth.
Maintains an inclusive working environment free from discrimination and harassment.
Performs other duties as assigned by the Senior Associate Dean for Graduate Medical Education.