Manager of Housestaff Affairs - Housestaff Affairs

University of Florida•Gainesville, FL

5d•$76,000 - $80,000

About The Position

The Manager of Housestaff Affairs partners with the Senior Associate Dean for Graduate Medical Education and DIO to support the operational management of the institutional infrastructure supporting residents and fellows across UF Health and the College of Medicine. The position serves as key operational contact between the housestaff workforce, the GME office, and UF Health hospital operations. The position partners 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.

Requirements

Bachelor's degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

Four 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.
Proficiency with standard office and productivity tools (Microsoft Office suite) and the ability to learn institutional systems quickly.
Commitment to trainee wellbeing, professional development, and the educational mission of academic medicine.

Responsibilities

Manages day-to-day operational functions for Graduate Medical Education the institutional infrastructure supporting residents and fellows across UF Health and the College of Medicine, including call rooms and sleep facilities, workspace, technology access, security access (fobs and credentials), parking, and related logistics.
Coordinates the housestaff wellness facilities, including exercise spaces and lounges, to keep them functional, well-maintained, and responsive to trainee needs.
Develops and manages the institutional housestaff affairs program, including orientation, onboarding, wellness infrastructure, social and community programming, and operational support for trainees in the clinical environment.
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 conducts 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 Director of GME and DIO, College of Medicine and UF Health, assist with developing, maintaining, and administering the housestaff budgets, including the Gatorbites meal program and other hospital-funded budgets supporting trainee meals, wellness, social programming, and operational needs.
Coordinate annual budget proposals, monitors expenditures against budget, and provides regular financial reporting to the DIO and to UF Health as the funding partner.
Identifies and plans 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.
Maintains compliance with university, state, and federal regulations governing the use of funds.
Coordinates with Director and DIO on the implementation, evaluation, 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.
Manages the Housestaff Affairs webpage. Updates information and follows all UF Health, UFCOM and Federal and State mandated compliance requirements
Identifies, develops, and maintains partnerships across UF Health, the College of Medicine, and external organizations that support the housestaff affairs program objectives.
Stays current with national trends in housestaff affairs, graduate medical education operations, and trainee wellbeing to identify new opportunities to strengthen the program.
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.