Residency/ Fellowship Program Administrator

University of South Florida•Tampa, FL

About The Position

The Residency/Fellowship Program Administrator administers and coordinates the operations and activities of the medical residency/fellowship program (s) within a Morsani College of Medicine department at USF Health. Performs various administrative duties which are integral to the day-to-day operations of the educational infrastructure and accreditation requirements of the Residency/Fellowship Program. Nature of Work: This position typically reports to a department chair, a medical education program director, or other appropriate administrator within the department. Working under general direction, a Residency/Fellowship Program Administrator establishes program activities, prioritizes program-related tasks, and ensures that important deadlines are communicated and met. The Program Administrator handles moderately complex issues and problems and refers more complex issues to higher-level staff; and may provide leadership, coaching, and/or mentoring to subordinates. Residency/Fellowship Program Administrators are involved in a broad range of administrative and operational duties supporting the planning and execution of the educational mission in a residency/fellowship program. Work at this level meets the FLSA criteria for an administrative exemption since the primary duties are directly related to the academic mission of the university, requiring the application of discretion and independent judgment on matters of significance with respect to program planning and coordination of academic and operational activities. This position differs from the Sr. Medical Education Program Specialist classification by providing management support, assisting with the planning and execution of the educational mission in a residency/clinical fellowship program, and developing and implementing procedures to ensure accreditation standards are maintained and met.

Requirements

This position requires a Bachelor’s degree and two (2) years of experience coordinating medical education programs or accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.
Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
(a) Two years of direct experience for an associate degree;
(b) Four years of direct experience for a bachelor’s degree;
(c) Six years of direct experience for a master’s degree;
(d) Seven years of direct experience for a professional degree; or
(e) Nine years of direct experience for a doctoral degree
Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Responsibilities

Administers the day-to-day operational activities of the residency/fellowship program and ensures program goals and objectives are accomplished.
Participates with program director and faculty in planning, directing, and effectively coordinating academic and operational activities of a residency/ fellowship program in order to meet accreditation and other regulatory requirements for graduate medical education.
Ensures that all activities and deliverables in support of the residency/fellowship program are properly completed and met. Ensures the program remains in compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines and USF Graduate Medical Education (GME) policies and procedures.
Supports the residency/fellowship program personnel (faculty, resident & staff) by interpreting organizational and departmental policies, standards, operational procedures and guidelines.
Participates in the development and implementation of operational policies, procedures and standards.
Develops the goals, objectives, core curriculum, resident manual, and site review documents for residency/fellowship programs.
Serves as a program liaison with residents/fellows, ACGME, GME office, the affiliated hospitals, institutions, and various other agencies, organizations, and groups.
Manages evaluations for the program (e.g. evaluation of faculty, residents/fellows, program, rotations, peers).
Maintains educational files on all residents/fellows to monitor progress in the program and for future credentialing purposes.
Manages and coordinates resident interview activities such as: screening applications, scheduling interviews, creating applicant information packets, and agendas.
Assists the Central GME Office with onboarding the program’s residents/fellows.
Creates and maintains residency/fellowship program block rotation schedules.
Monitors resident schedules to ensure compliance with ACGME work hour rules and brings discrepancies to the attention of all affected.
Maintains the block and daily schedules for billing purposes and attests to accuracy for monthly billing of affiliates and hospital partners.
Analyzes quantitative and qualitative data to produce reports for internal and external use, including accreditation reviews and the Annual Program Evaluation. Writes reports and prepares presentations about the academic programs.
May be responsible for the program education fund budget and expenses.
May oversee or supervise program staff personnel.
Performs other duties as assigned.