Residency/Fellowship Program Assistant

University of Florida•Gainesville, FL

1d•Onsite

About The Position

This position provides administrative support for a residency program, focusing on program administration, coordination, resident onboarding, applicant review, reporting, compliance, training, credential management, event planning, and examination administration. The role involves extensive interaction with residents, faculty, staff, and external agencies to ensure the smooth operation of the program and compliance with accreditation standards.

Requirements

Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Knowledge of PeopleSoft travel procedures
Skill in typing, organizing files, records, schedules, and related materials
Ability to deal with the public in a courteous and tactful manner
Ability to use a personal computer
Ability to communicate effectively (verbally and in writing)
Ability to establish and maintain effective working relationships
Ability to pay attention to details
Ability to follow verbal and written instructions
Ability to organize files, records, schedules, and related materials

Responsibilities

Assist the Residency Program Director and department residents with administrative tasks.
Prepare correspondence, reports, and recommendation letters.
Maintain administrative records for the Residency Program Director, current and former residents and fellows.
Transcribe dictation for the Oral and Maxillofacial Surgery (OMFS) Residency Program.
Manage the Program Director's calendar, including calls, conferences, and vacations, and arrange travel/reimbursements.
Keep schedules and academic activities for the Program Director and residents up to date.
Oversee all Match activities, including submitting agreements, payments, and notifications.
Compose welcome/notification letters within a 24-hour window and ensure matched applicants formally accept.
Notify relevant offices of Match results.
Manage the onboarding process for incoming residents, including ordering supplies, obtaining necessary numbers, and guiding application processes.
Compile and distribute a master contact sheet.
Notify residents of orientations and coordinate attendance at courses.
Coordinate rotation schedules across departments.
Create and maintain a Chief's folder with relevant documents.
Instruct rising Chiefs on their responsibilities, including logging cases for accreditation.
Collect on-call assignments and lecture schedules by the 15th of each month.
Screen applicants, schedule interviews, and serve as a liaison with the Office of Admissions.
Block faculty calendars, prepare interview packets, and maintain a spreadsheet of viable applicants.
Send invitation emails, collect forms, draft interview schedules, and manage cancellations.
Arrange catering for interview days.
Produce interview-day Powerpoint decks.
Create and distribute rank sheets and collect faculty rank lists.
Generate Graduate Medical Education (GME) reports.
Schedule and maintain records for ACLS, PALS, and BLS training.
Post annual dental and medical licenses in clinics.
Update the resident manual annually and remind students to renew licenses.
Organize mock boards, coordinate examiner schedules, secure rooms, order meals, and compile results.
Maintain call, conference, and other departmental schedules.
Coordinate on-call coverage.
Compile accreditation documentation and update on-call rosters.
Notify schedulers of schedule impacts.
Post leave requests and inform relevant offices of closures.
Serve as "Super User" and liaison for the paging and on-call system.
Arrange annual resident graduation, including invitations, venue, catering, and guest speaker coordination.
Obtain permits and Health Department authorization.
Schedule a photographer and secure CDE credits for speaker presentations.
Process honorarium tax forms and reimburse travel.
Reserve hotels and arrange transportation for guest speakers.
Maintain the Oral Maxillofacial Surgery In-Service Training Examination (OMSITE), including registration and testing.
Distribute OMSITE results for CODA compliance.
Compile annual AAOMS and ADA surveys.
Keep anesthesia log for ADA reporting.
Manage hospital privileges for OMFS residents.
Support CODA site visits, update logs, self-study materials, and lecture schedules.
Liaise with offices to update records and verify residency training for graduates.
Order necessary supplies annually.
Create and distribute rotation forms.
Maintain faculty/resident contact lists and report changes.
Develop and update evaluation tools for residents and faculty.
Coordinate rotation evaluations and assist with credentialing for new faculty.
Perform other related administrative support duties as needed.