Res/Fellowship Prog Assistant

University of Florida•Gainesville, FL

3d•Onsite

About The Position

This role involves comprehensive administrative support for a fellowship program, including managing accreditation requirements, coordinating interviews, supporting fellows and faculty, scheduling conferences, managing accounts and budgets, coordinating educational symposiums, and assisting with other divisional responsibilities. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic environment.

Requirements

Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Nice To Haves

Knowledge of New Innovations.
Knowledge of Epic and scheduling systems.
Knowledge of Workday.

Responsibilities

Ensure documents, schedules, and other key elements meet ACGME and institutional requirements for the fellowship program.
Reconcile quarterly salary distribution reports using New Innovations, VA-provided data, and rotation schedules.
Prepare for accreditation site visits and program evaluations.
Coordinate fellowship interviews, including arranging Zoom breakout rooms and itineraries for candidates and faculty.
Prepare for and support the administrative needs of graduating and incoming fellows.
Maintain the division calendar for fellowship meetings and conferences.
Send out calendar invites and weekly reminder emails to faculty and fellows.
Maintain fellowship files and file documents as directed.
Set up fellowship conferences, including taking attendance, ordering food, and cleaning up the space.
Maintain fiscal year consult schedules for faculty and fellows.
Create faculty consult schedules and fellows' rotation schedules.
Monitor emails in the division administration team inbox and assist with faxes.
Manage division accounts for fellowship-related expenses.
Create budget tracking spreadsheets, monitor spending, and ensure expenses are within budget.
Prepare the annual fellowship budget, identifying new programmatic needs and expenses.
Coordinate travel arrangements for fellows and Fellowship Directors, including flights, hotel reservations, and conference registrations.
Create travel authorizations and expense reports for fellows and Fellowship Directors.
Complete all required departmental travel forms.
Coordinate quarterly Educational Symposiums, including speaker presentations.
Publicize event dates with vendors, create and maintain registration documents, generate POs, and process invoices.
Facilitate setup, breakdown, and other logistics for events.
Query, compile, and analyze survey results to suggest and implement changes for future events.
Assist with the coordination of Annual Interviews.
Prioritize assignments and messages based on urgency or deadlines.
Work cooperatively with other staff to ensure timely completion of assignments.
Serve as a liaison to multiple internal and external entities.
Ensure faculty are supported in their clinical and academic needs.
Provide direct back-up support for the administration office during absences.
Adhere to all office policies, procedures, and protocols.
Perform other duties as assigned by the Division Administrator.