Residency/Fellowship Program Coordinator I - Neurology

Neurology • Gainesville, FL

9h

About The Position

This position serves as the Residency/Fellowship Program Coordinator I for the Department of Neurology. The coordinator is responsible for managing the human resources aspects of clinical fellow appointments, including visa sponsorship and the coordination of fellowship application and interview processes. Additionally, this role oversees and maintains the call schedule within EPIC.

Requirements

• Bachelor’s degree and two years of relevant experience; or an equivalent combination of education and relevant experience

Nice To Haves

• Possess strong organizational and time management skills, adheres to deadlines
• Demonstrated ability to problem solve; manage multiple priorities and problem solve
• Excellent interpersonal and communication skills including written and oral expression

Responsibilities

• Collecting and preparing data for fellowship program accreditation visits and reviews
• Coordinating program calendars, conferences, and lectures
• Processing exit paperwork for departing fellows
• Managing personnel and benefits documentation for current fellows
• Entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean’s Office to ensure accurate reporting of effort for budgetary and compliance purposes
• Maintaining data within the ACGME WebADS system for the Epilepsy, Neuromuscular Medicine, and Clinical Neurophysiology programs
• Updating resident and faculty rosters, completing annual surveys, reporting major departmental changes, and ensuring milestone data is submitted biannually in a timely manner
• Monitoring weekly duty hours to ensure compliance with ACGME regulations, ensures each program adheres to ACGME Program Requirements, and reminds faculty and fellows to complete evaluations promptly
• Coordinating program calendars, conferences, and lectures
• Processing exit paperwork for departing fellows
• Managing personnel and benefits documentation for current fellows
• Entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean’s Office to ensure accurate reporting of effort for budgetary and compliance purposes
• Ensuring compliance with regulations regarding work hours, evaluations, and program oversight
• Overseeing reviews & ensures that all relevant is reported
• Maintaining accurate academic and personnel records for current and former fellows across six fellowship programs, including both ACGME-accredited and non-accredited fellowships, with a current total of twelve fellows
• Coordinating schedules with fellows and tracks vacation, sick, and educational leave, entering all leave data into New Innovations as required
• Assisting fellows with professional and administrative needs, including medical license renewals, use of educational funds, FMLA documentation, and coordination of in-service examinations
• Managing fellowship recruitment systems, including ERAS (Electronic Residency Application System), Thalamus (scheduling software) for the Epilepsy and Clinical Neurophysiology programs, the AANEM Neuromuscular portal, and the San Francisco Match (SF Match) for the Movement Disorders program
• Responding to initial applicant inquiries, collaborates with Program Directors to schedule interviews and itineraries and prepares and distributes applicant packets
• Coordinating all onboarding activities by collecting required hiring and training license documentation for the GME Office, entering hie information into the UF Human Resources portal, and arranging orientation and training for incoming fellows
• Ensuring fellows receive UF/Shands identification cards, lab coats, and other necessary materials to support a smooth transition into the program
• Maintaining and updating the monthly on-call schedule in EPIC for all Neurology services
• Ensuring that clinical staff have accurate, up-to-date information regarding on-call providers and their contact details for each shift
• Promptly updating the schedule to reflect any changes, such as shift swaps or provider absences, to ensure seamless clinical coverage and communication
• Utilizing the lecture template and speaker list provided by the Fellowship Director to ensure all scheduled lectures are accurately entered and updated in New Innovations

Benefits

• Low-cost State Health Plans : Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
• Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees