Residency Fellowship Program Administrator

University of South Florida•Tampa, FL

16d

About The Position

The Program Administrator provides comprehensive oversight and coordination for one or more residency and/or fellowship programs within the Department of Surgery, ensuring alignment with the department’s educational and academic mission. This role partners closely with the Vice Chair of Education, Program Directors, and departmental leadership to maintain compliance with institutional, accrediting body, and national requirements while supporting the ongoing development and success of the programs. The Administrator manages the daily operations and long-term planning for assigned programs, including accreditation reporting, trainee onboarding and evaluation, recruitment, scheduling, policy implementation, and process improvement. This position requires sound judgment, strong organizational and analytical skills, and the ability to interpret and apply university and GME policies. Serving as a key liaison for faculty, trainees, and staff, the Program Administrator plays an essential role in ensuring the quality, efficiency, and continuous improvement of the department’s educational programs.

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.
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 the central liaison with residents/fellows, ACGME, GME office, the affiliated hospitals, institutions, and various other agencies, organizations, and groups.
Interprets and implements ACGME, RRC, ABMS, and institutional requirements to ensure continuous program compliance and readiness for accreditation site visits
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.
Manages GME and professional education budgets to ensure funds are utilized in compliance with university and sponsor policies.
Oversees purchasing, reimbursements, travel approvals, and other program-related expenditures.
Assists with preparation and submission of grants supporting fellowship positions and educational initiatives not funded by GME.
Monitors spending, maintains budget records, and provides financial reports as needed to departmental leadership.
Coordinates professional education activities for the department, including Grand Rounds, Journal Clubs, Morbidity & Mortality conferences, and other required didactic sessions.
Designs and maintains educational conference calendars to meet accreditation and board eligibility requirements.
Partners with the Department Chair, Vice Chair of Education, and Program Directors to organize departmental educational events, visiting professorships, and symposia.
Prepares documentation to obtain and maintain CME/CPE accreditation for educational offerings.
Performs other duties as assigned.