Res/Fellowship Prog Assistant - Infectious Diseases & Global Medicine

University of Florida•Gainesville, FL

11d•Onsite

About The Position

This position is located in the Department of Medicine, Division of Infectious Diseases and Global Medicine. Under the direction of the Division Administrator, the Program Assistant is responsible for providing administrative support and coordination to the Division Fellows, as well as the Fellowship Director and Assistant Director. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors. The Program Assistant performs responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position’s job duties. Position reports to the Division Administrator. The Program Assistant will serve as the fellowship program’s fiscal manager, responsible for assisting in the fiscal management and maintenance of the program. Responsibilities include understanding basic financial and operational concepts and trends, identifying financial results that do not meet expectations and working with the Chief/Administrator to determine the reason for the variance, and translating analyses into actionable information for decision making. Requires ability to effectively use New Innovations, interpret and apply scheduling principles to work hours reports; to work accurately with numerical detail; and to analyze, consolidate, and interpret accounting data. This position requires on campus presence.

Requirements

Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Ability to effectively use New Innovations
Interpret and apply scheduling principles to work hours reports
Work accurately with numerical detail
Analyze, consolidate, and interpret accounting data

Nice To Haves

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 work independently
Strong interpersonal and telephone skills
Knowledge of ACGME rules and guidelines

Responsibilities

Schedules all academic conferences and fellowship meetings, including maintaining conference room calendar, individual fellow/faculty calendar invites, sending weekly reminders and taking notes
Maintains an electronic progress log and files on all applicants (and other files as requires) as Fellowship Program moves into the match
Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list
Schedule interviews (virtually or in person depending on the programs’ preference) and create itinerary for fellowship applicant interviews with appropriate faculty, Chief, etc.
Confirms date, time, and location of all appointments in the week prior to the interview.
Ensures the applicants’ interview day flows properly and is presented in a professional manner
Create annual fellow schedule and ensure divisional scheduling system and EPIC On-Call schedules are up-to-date and accurate. Including VA schedule
Responsible for typing and mailing all correspondence related to the Fellowship Program in a timely manner with attention to spelling, grammar, punctuation, and formatting
Organizes new fellow orientation annually, including but not limited to assisting Program Director with orientation handbook, scheduling onboarding sessions with UF Housestaff Office and VA Hospital, obtaining network access, ACLS training, electronic medical record training, security and confidentiality training and research orientation
Annual Fellowship Graduation, including securing a venue, catering, event set-up and teardown, running the event, and adhering to a modest budget
Create budget tracking spreadsheets for 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
Serve as the primary point of contact for all inquiries of the Infectious Diseases Fellowship Program
Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program adheres to ACGME standards and brings any concerns to the attention of the Program Director
Upkeep of New Innovations evaluation system, including entering schedules, running reports, and monitoring the compliance of fellows, faculty and staff to evaluation requests
Ensure fellows schedules are accurately reflected in necessary systems and rotation assignments align with fellow funding lines and program requirements
Maintains filling system for all fellowship documents and correspondence
Compiles necessary information for the ACGME site visits in an accurate and timely manner
Attends DOM and COM meetings regarding fellowship activities
Responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence
Division Admin office coverage, including consult distribution
Clinical learner rotation management
Prioritize assignments and messages based on urgency or deadlines and work 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
Serve as a liaison to multiple internal and external entities, including but not limited to: Departments in the College of Medicine or Department of Medicine and its Divisions, Fellowship Office, Division Clinics and VA Medical Center.
Consistently strive to represent the Division, Department, and University in a positive and professional manner
Work closely with administrative 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
Adhere to all office policies, procedures, and protocols established by the Division