Res/Fellowship Program Assistant - Cardiovascular Medicine

University of Florida•Gainesville, FL

4d•$25 - $27

About The Position

This role serves as the primary point of contact and administrative support for multiple fellowship programs within Cardiovascular Medicine, including Heart Failure, Advanced Electrophysiology, and Interventional Cardiology. The position involves managing applicant processes, ensuring compliance with ACGME guidelines, organizing orientations, coordinating interviews, managing schedules and evaluations, and handling financial and administrative tasks related to the fellows and the program. The assistant will also provide support to faculty and the Division Administrator.

Requirements

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

Nice To Haves

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 effective working relationships with others.
Ability to function under stressful circumstances.
Knowledge of standard business formats for letters, memos, and manuscripts.
Knowledge of basic office procedures, filing systems, basic math and the ability to perform mathematical calculations.
Ability to communicate effectively both verbally and in writing.
Ability to work independently.
Strong interpersonal and telephone skills.
Knowledge of ACGME rules and guidelines preferred.

Responsibilities

Serve as the primary point of contact for the Heart Failure Fellowship (HF) 4th Year Fellowship.
Assist in maintaining the electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match.
Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
Compile necessary information for the ACGME site visits in an accurate and timely manner.
Assist in creating, maintaining, and updating all fellowship documents required by the ACGME guidelines.
Ensure that the Training Program is within ACGME guidelines and bring any concerns to the attention of the Program Director.
Maintain filing system for all fellowship documents and correspondence.
Organize new fellow orientation on a yearly basis including assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows.
Attend DOM and COM meetings regarding fellowship activities.
Monitor updates and changes in University and ACGME requirements for fellowships.
Serve as the primary point of contact for the Advanced Electrophysiology (EP) 4th Year Fellowship.
Create, maintain, and update all fellowship documents required by the ACGME guidelines.
Type and mail all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting.
Perform administrative duties for the match as instructed by the Program Director, including New Innovations, and ERAS (Electronic Residency Application Service).
Schedule interviews and create itineraries for advanced EP candidates, coordinate necessary arrangements, and serve as the host for the candidates.
Assist the Program Director of EP with the coordination of the administrative functions of the fellowship.
Manage, create schedules, and monitor fellow and faculty evaluations in New Innovations.
Identify source of funds to support fellows, manage application process including preparing description of program, justification, and budget.
Manage communications with granting agency and ensure proper University processes are followed for funds deposit and expenditures.
Prepare mid-year reviews and updates to agencies.
Serve as the primary point of contact for the Interventional Cardiology Fellowship Program.
Schedule interviews and create itineraries for interventional candidates, coordinate necessary arrangements, and serve as the host for the candidates.
Assist the Interventional Program Director with the coordination of the administrative functions of the fellowship.
Oversee multiple clinical rotation sites including ongoing communications with agencies to ensure that the educational rotation meets programmatic needs.
In partnership with the Division Administrator, assign and monitor the payroll distributions for all fellows to ensure appropriate expenditure of funds and allocations.
Prepare annual fellowship budget identifying new programmatic needs and expenses.
Type routine correspondence, protocols, memorandums, letters or reports from dictation or handwritten copy using personal computer.
Maintain Divisional calendar for meetings and conferences and post and distribute the calendar as needed.
Send weekly reminder emails to faculty and fellows for meetings and conferences.
Provide administrative support to the Chief and Assistant Director.
Work closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs.
Provide direct back-up support when absences occur.