Res/Fellowship Prog Assistant

University of Florida•Gainesville, FL

2d•$22 - $25

About The Position

Conference Scheduling and Academic Support 1. Maintains filing for documents and correspondence as directed by faculty or Division Administrator. 2. Assist faculty in scheduling academic conferences, which may include contacting sponsors, ordering lunch, obtaining meeting space, notifying Fellowship offices, and producing presentations or making copies of presentation. 3. Maintains Divisional calendar for meetings and conferences and posts and distributes the calendars as needed. Sends weekly reminder emails to faculty and fellows for meetings and conferences. 4. Ensures conference attendance lists are up to date and complete. 5. Assist faculty with annual Faculty Achievements Reports from New Innovations, and any other administrative forms as needed. Account Management and Reporting 1. Work with the Chief and Administrator to manage Division accounts including Clinical Unrestricted (FCPA), Gatorade, Foundation and Miscellaneous accounts. Create budget tracking spreadsheets for faculty/fellows, monitor spending and ensure that expenses are tracked and all purchases are within budget. Expected to understand basic financial and operational concepts and trends, identify financial results that do not meet expectations and work with the Chief/Administrator to determine the reason for the variance, and translate their analyses into actionable information for decision making. 2. In partnership with the Division Administrator, assign and monitor the payroll distributions for all fellows to ensure appropriate expenditure of funds and allocations. 3. prepare annual fellowship budget identifying new programmatic needs and expenses. Review with Division Administrator. 4. Coordinates travel arrangements for fellows and program directors, including but not limited to scheduling flights, making hotel reservations, registration for conferences. 5. Creates detailed itineraries with all relevant travel information and provides to the traveler prior to their departure. 6. Assists with obtaining payment or reimbursement by collecting receipts or processing paperwork with appropriate divisional staff. Work Hour and Program Requirement Maintenance 1. Work with the Fellowship Program Director to ensure schedules meet the requirements for the program and all fellows. 2. Reconcile quarterly salary distribution reports, using New Innovations, VA-provided data and rotation schedule. 3. Ensure On-Call schedules up-to-date, readily accessible by the Department, College and Shands switchboard, and are compliant with workweek limitations. Manage and maintain user groups in SPOK and provide support to troubleshoot issues with both Desktop and Mobile versions of SPOK. 4. Prepare for any/all accreditation site visits and program evaluations. Other Responsibilities 1. Serve as the assistant to the Division Chief. 2. Maintains a daily calendar, schedule meetings, and make travel arrangements for the Division Chief. 3. Initiate action on items that need attention by the Division Chief and Division Administrator. 4. Assists with Leave Administration. 5. Assists with coordination of Annual Interviews. 6. Prioritizes assignments and messages based on urgency or deadlines and works cooperatively with other Division, Department, and University staff to ensure that all assignments are completed in a timely manner and meet or exceed the standards for quality and performance, as established by the Division Administrator. 7. Serves as a liaison to multiple internal and external entities, including but not limited to: a. Departments in the College of Medicine b. Department of Medicine and its Divisions c. Department of Medicine Fellowship Office d. Division Clinics e. VA Medical Center f. Industry Partners 8. Constantly strives to represent the Division, Department, and University in a positive and professional manner 9. Works closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs. Provides direct back-up support when absences occur. 10. Adheres to all office policies, procedures, and protocols established by the Division.

Requirements

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

Nice To Haves

A high school diploma and four years related experience. Appropriate college coursework or vocational/technical training may substitute as an equivalent rate for the required experience. College degree preferred.
Proficiency in Word, Excel, PowerPoint, E-mail and Internet
Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
Ability to plan, organize and coordinate work assignments.
Ability to establish and maintain effective working relationships with others.
Ability to function under stressful circumstances always maintaining respectful and supportive interactions
Ability to communicate effectively both verbally and in writing.
Ability to plan, organize and coordinate work assignments
Ability to work independently
Strong interpersonal and telephone skills
Knowledge of ACGME rules and guidelines

Responsibilities

Maintains filing for documents and correspondence
Assist faculty in scheduling academic conferences
Maintains Divisional calendar for meetings and conferences
Ensures conference attendance lists are up to date and complete
Assist faculty with annual Faculty Achievements Reports from New Innovations, and any other administrative forms as needed
Manage Division accounts including Clinical Unrestricted (FCPA), Gatorade, Foundation and Miscellaneous accounts
Create budget tracking spreadsheets for faculty/fellows, monitor spending and ensure that expenses are tracked and all purchases are within budget
Assign and monitor the payroll distributions for all fellows
Prepare annual fellowship budget identifying new programmatic needs and expenses
Coordinates travel arrangements for fellows and program directors
Creates detailed itineraries with all relevant travel information
Assists with obtaining payment or reimbursement
Work with the Fellowship Program Director to ensure schedules meet the requirements for the program and all fellows
Reconcile quarterly salary distribution reports, using New Innovations, VA-provided data and rotation schedule
Ensure On-Call schedules up-to-date
Manage and maintain user groups in SPOK and provide support to troubleshoot issues with both Desktop and Mobile versions of SPOK
Prepare for any/all accreditation site visits and program evaluations
Serve as the assistant to the Division Chief
Maintains a daily calendar, schedule meetings, and make travel arrangements for the Division Chief
Initiate action on items that need attention by the Division Chief and Division Administrator
Assists with Leave Administration
Assists with coordination of Annual Interviews
Prioritizes assignments and messages based on urgency or deadlines
Serves as a liaison to multiple internal and external entities
Works closely with secretarial support staff in the Division
Adheres to all office policies, procedures, and protocols established by the Division