Family Medicine Residency & Fellowship Program Coordinator II (CHFM) (538937)

CHFM • Gainesville, FL

19h • $59,000

About The Position

Join our dynamic team as the Residency/Fellowship Program Coordinator II for our Family Medicine Residency Program! In this pivotal role, you'll lead the oversight and coordination of 27 residency positions, directly supervising the Residency/Fellowship Program Assistant. You'll collaborate closely with the medical director and clinic manager, acting as the vital link between directors, residents, medical students, and various stakeholders. With your in-depth knowledge of accreditation guidelines and exceptional organizational and public relations skills, you'll manage sensitive and confidential matters with ease. This role offers a unique chance to shape the future of medical education while ensuring the smooth day-to-day operation of our program's educational activities.

Requirements

• Bachelor’s degree and three years of experience coordinating educational programs, accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.

Nice To Haves

• Strong knowledge of ACGME guidelines with prior GME experience.
• Excellent organizational, communication, and public relations skills.
• Experience in managing budgets and coordinating educational activities.
• Ability to work independently and handle sensitive information.
• Able to attend occasional 7:00 am meetings

Responsibilities

• Assisting with all aspects of residency program accreditation requirements as well as the reaccreditation process, including following the timetable set by the ACGME Residency Review Committee (RRC)
• Annually attend the Residency Leadership Summit to stay current on ACGME requirements
• Acquiring and maintaining Program Letters of Agreement (PLAs) from all rotation leaders per ACGME guidelines
• Coordinating any away rotations and creating PLAs between institutions
• Overseeing preparation for internal and external program reviews. Ensure all evaluations, case logs, and other ACGME requirements have been collected and entered into electronic databases. Ensure all data is cross-referenced and correct in multiple data sites for the ACGME's ongoing program evaluation.
• Work closely with the program director to submit annual Web-ADS data to AGCME
• Ensure action plans are updated at least annually
• Manage and facilitate the program and resident evaluation process. Ensure core competency evaluation is measurable by using ACGME milestones.
• Monitor performance metrics to assist in establishing educational activities toward further resident and organizational improvement.
• Collaborate with program leadership and other residency faculty in designing, developing, and assigning residency didactic curriculum and rotations.
• Assists with the development, scheduling, and maintenance of educational conference series according to the core educational curriculum
• Annually update and/or create rotation goals and objectives in line with the GME standards
• Serve as a member of the Program Evaluation Committee and the quarterly UF Education Coordinator Meeting. Participate and report to the Clinical Competency Committee
• Serve as a member of the ACGME required Patient and Family Advisory Council and provide administrative support for the Council
• Manage and update the residency program website
• Monitor and track leave of housestaff to ensure adequate coverage of services and facilities. Track housestaff leave in accordance with University policy as well as ABFM policy.
• Monitor and track faculty leave to ensure adequate coverage of services and facilities. Input faculty leave into the department leave calendar and update scheduling software.
• Find coverage of services and facilities when faculty are on leave.
• Work alongside chief residents annually to build rotations schedules for all residents. Update scheduling templates annually with changes in faculty assignments as well as curricular changes to resident schedules.
• Create inpatient faculty schedules annually for each teaching service. Build monthly clinic schedules of both faculty and residents and provide to the clinic manager to input into the electronic health record.
• Ensure adequate clinic accessibility and provide coverage for urgent leave to minimize disruptions to patient care. Cross reference schedules to function as the definitive guide for resident and faculty assignments.
• Track the number of sessions and hours residents spend in clinics in order to meet ACGME requirements as well as schedule fairly.
• Oversee tracking of faculty assignments to ensure they are meeting their FTE assignments and adjust scheduling when necessary. Collaborate with the clinic manager to ensure appropriate staffing and scheduling of the family medicine practice center
• Develop the annual orientation schedule in accordance with the Program Evaluation Committee recommendations and under the auspices of the program director. Coordinate all housestaff required training courses, including ACLS and PALS, biannual reviews, in-training exams, and specialty certifications
• Provide daily, direct supervision to residency administrative staff. Assign tasks to staff and provide orientation and training to complete all assignments in a timely and efficient manner.
• Monitor and manage annual program budget, review expenses, and manage VA scheduling in accordance to funding/ and under the auspices of the program director. Maintain communication with VA leadership to secure funding.
• Manage annual CME allocations, utilization, and balance tracking
• Assist residents and faculty with submitting requests and reimbursements through UF GO. Oversee and ensure onboarding of external resident rotators within the family medicine residency program in compliance with UF HR policies.
• Monitor and track annual licensure requirements and updates Manage onboarding and offboarding personnel transactions for incoming and graduating residents
• Confirm new innovations updates associated with moonlighting coverage
• Provide administrative oversight for department’s LEADER fellowship program Assist program director with schedule creation
• Monitor and manage annual program budget, review expenses, and assist with UFGO requests
• Process graduate program tuition support Manage annual CME allocations, utilization, and balance tracking
• Assist with resident recruitment activities in the Program, including coordinating faculty and housestaff schedules to provide interviews. Coordinates attendance and public relations materials for the annual AAFP National Conference and FAFP meetings.
• Annually review the Housestaff Manual and assist with policy updates. Assists in coordinating the Rank Meeting, biannual Milestone Meetings, biannual OSCE Review, and others as assigned.
• Participation and coordination in annual Program events, including but not limited to Welcome Reception, Patient Luncheon, Program Retreat, and Graduation. Annual attendance and collaboration at national and/or state conferences for Residency Program continued growth and innovation.
• Correlate annual program survey data from alumni for use in program improvement initiatives.
• Other educational duties as assigned by the Director and/or Chairman.
• Coordinate administrative aspects of the CHFM required and elective courses for third- and fourth-year medical students. Approve third- and fourth-year assignments to the inpatient and outpatient settings.

Benefits

• Health Insurance: UF participates in state and university-sponsored benefits programs for individuals, families, and domestic partners. Additionally, voluntary insurance options are available, including vision, dental, long-term disability, and more.
• Retirement Options: UF offers attractive retirement options, such as the Florida Retirement System Pension Plan, State University System Optional Retirement Program, Florida Retirement System Investment Plan, and Voluntary Retirement Savings Plan.
• Leave: UF employees have access to a generous paid leave plan, a sick leave pool, paid maternity/paternity leave, paid medical leave, and leave payouts.
• You might be eligible for the Public Service Loan Forgiveness (PSLF) program as a state organization.

What This Job Offers

• Career Level: Mid Level