Residency/Fellowship Program Assistant

University of Florida•Gainesville, FL

3d•Onsite

About The Position

This role provides comprehensive 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 assistant will work closely with the Residency Program Director and residents to ensure smooth program operations and compliance with accreditation standards.

Requirements

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

Nice To Haves

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

Responsibilities

Assist the Residency Program Director and department residents.
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.
Maintain the Program Director's calendar (calls, conferences, vacations) and arrange travel/reimbursements.
Keep schedules and academic activities for Program Director and residents up to date.
Oversee all Match activities: submit agreements, payment, and notifications.
Compose welcome/notification letters within 24-hour window; ensure matched applicants formally accept.
Notify relevant offices of Match results.
Process incoming residents: order supplies, obtain necessary numbers, guide and review applications.
Compile and distribute a master contact sheet.
Notify residents of orientations and coordinate attendance at courses.
Coordinate rotation schedules across departments.
Create and manage Chief's folders with relevant documents.
Instruct rising Chiefs on responsibilities.
Collect on-call assignments and lecture schedules by the 15th of each month.
Screen applicants via Web Admit.
Schedule interviews with faculty.
Serve as the liaison with the Office of Admissions for application eligibility.
Block faculty calendars and prepare interview packets.
Maintain a daily-updated spreadsheet of viable applicants; send invitation emails and collect forms.
Draft interview schedules, manage cancellations, and provide backup candidates.
Arrange catering for interview days.
Produce interview-day Powerpoint decks.
Create and distribute rank sheets; collect faculty rank lists for Match day.
Generate Graduate Medical Education (GME) reports.
Schedule and maintain records for ACLS, PALS, and BLS training.
Post annual dental and medical licenses in all clinics and update resident manual.
Remind students to renew DEA 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 systems with on-call rosters.
Notify clinic schedulers of schedule impacts.
Post all leave requests to calendars and spreadsheets and inform relevant offices of closures.
Serve as "Super User" and liaison for paging and on-call system.
Arrange annual resident graduation: design invitations, coordinate with printers, prepare materials, and request gifts.
Compile attendee lists and reserve facilities and catering.
Obtain permits and schedule a photographer.
Secure CDE credits for speaker presentations.
Process honorarium tax forms and reimburse travel.
Reserve hotels and arrange transportation for guest speaker.
Maintain the Oral Maxillofacial Surgery In-Service Training Examination (OMSITE).
Compile annual AAOMS and ADA surveys.
Manage hospital privileges for OMFS residents.
Support CODA site visits.
Liaise with the Office of Advance & Graduate Education to update records.
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 Shands rotation evaluations and assist with UF Health Shands credentialing.
Perform other related administrative support duties within the department as needed.