Res/Fellowship Prog Assistant
: Job Details :

Classification Title: Res/Fellowship Prog Assistant Job Description:

The Department of Medicine, Division of Nephrology is seeking a full time Res/Fellowship Program Assistant. This position coordinates the Fellowship Program for the Division of Nephrology and provides administrative support to the Division Chief and Division Administrator. This position is one of the four main support staff (Chief, Fellowship, Fiscal, Transplant) for the division. The individual in this position will be cross trained to provide administrative support and coordination as needed for the division. This position interacts with all faculty, fellows, and staff of the division. The individual in this position must have the ability to analyze Fellowship issues, and present solutions to issues to the Fellowship Program Director. This individual must possess a leadership skill set to initiate action plans, work independently, and multi task in a fast-paced environment. Position reports to the Division Administrator.

Essential Functions;

Fellowship and Administrative Recruitment Duties - General & Transplant

* Respond to inquiries from prospective fellows, providing pertinent information on the Fellowship Program in the Division of Nephrology. Includes but is not limited to: Creating and dispersing information packets, communication with Fellow applicants in anticipation of the opening of the ERAS system for the annual Fellowship application process.

* Manage day-to-day administrative functions of fellowship and student programs. Assist leadership for the development and implementation of strategic plans.

* Serve as administrative support to the Department's Fellowship Program Director, Assistant Program Director(s), Senior Fellow(s), fellows, and visiting resident physicians and students

* Recommend short and long-range goals to the Program Director by assessing program needs and identifying fiscal and support services. Provide problem solving/solutions to many varied types of issues.

* Assist with the supervision the production/distribution of annual and monthly call schedules, conference lists, orientation packets, and course outlines.

* Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).

Supervise the organization, audio/visual needs, and catering for meetings, conferences, events, certificate luncheons, and graduation dinners.

* Assist in developing guidelines and ensure implementation of administration procedures involving or affecting fellows and students at UF Health and all affiliated hospitals sites.

* Assist in overseeing solicitation and assessment of evaluations on fellows, faculty, students, and rotations as they relate to fellow training in New Innovations.

* Assist in providing direction, training, and oversight for fellow/student training activities (including administrative, educational, and financial issues) to Fellowship Coordinators at Fellowship Program Offices or GME Offices at affiliate hospital training sites.

* Responsible for day-to-day fellowship program administrative functions; completion of training verification forms, vacation/sick leave, fellowship credentialing, licensure and In-Training exams, and processing new/continuing/separating allocation forms.

* Provide resource information and referrals regarding fellowship training and curricular programs to professional/management staff at UF Health and affiliated hospitals. Monitor adherence to University, ACGME, and American Board policies and procedures

* Assist in the final phase of Fellow Selection process: preparation of rank list with direct submission to the National Resident Matching Program (NRMP).

* Maintains an electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match. Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.

* In conjunction with the Program Director, assist in developing plans for resolution of various confidential

fellow issues (i.e. poor academic performance, behavioral problems, substance abuse, etc). Provide advice to fellows with problems/concerns related to program, rotations, or personal issues. Resolve issues independently or notify the Program Director if appropriate. Comply with equal opportunity/affirmative action guidelines.

* Compile and prepare accreditation reports/materials for submission to Accreditation Council of Graduate Medical Education (ACGME) and American Boards when due. Ensure training programs meet all the requirements set by the accreditation agencies.

* Attends DOM and COM meetings regarding fellowship activities. Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.

* Report directly to Program Director on issues related to the education program. Provide assessment based upon fellowship and rotation evaluations, accreditation regulations, and educational needs.

* Provide SWOT analysis of fellowship recruitment trends, and make recommendations and implement changes as necessary

* Coordinate the scheduling of fellow rotations ensuring that all required components of the curriculum, ACGME and American Boards are met. Relate new policies or interpret existing policies in the education program to faculty and fellows

* Oversee DCI rotation sites including ongoing communications with DCI about their weekly schedule to ensure that the educational rotation meets programmatic needs.

* Completes fellow evaluation summaries for American Boards using the New Innovations system

* Organizes and manages the CME activities complying with CME guidelines

* Prepare and submit travel vouchers, purchase orders requests, and entertainment expenses

* Provide training to new users of the New Innovations system ERAS Fellowship Application Process -

* Facilitate the application process in the ERAS computer system. Activities include: Retrieving applicant information when system opens in December, presenting applicant information to faculty, coordinating interview trips with applicants, orchestrating interview days, facilitating applicant rankings with faculty, and submitting final ranking in the NRMP match system. This activity occurs: December - June.New Fellow Hiring Process and Program Implementation

* Coordinate hiring process with the Department of Medicine Residency Team.

* Insure Department of Medicine follow through on all immigration processes.

* Work with Nephrology Program Director to create rotations and electives for the year.

* Create annual conference schedule and disseminate weekly lecture information.

* Coordinate VA rotations and submit monthly VA schedules and post month reconciliation.

* This activity occurs: July - August. Fellowship Electronic File System -

* Create an electronic file system for all fellowship documents, eliminating paper files. Create electronic databases to insure accurate current and past fellow information. Institute a process to enhancethe privacy of the trainees and further support FIRPA policies within the University. This activity will occur:Special project; block time TBD.

New Innovations Software Program

* In charge of all electronic activities in the Fellowship computer program New Innovations . This activity occurs: Ongoing through the year.Annual Block Schedules/Rotation Changes.Monitoring Duty Hours.

* Faculty/Fellow evaluations.

Annual Faculty/Fellow Clinical Service On Call Rotation Schedules

* Work with the Division Chief and Chief Fellow to construct annual On Call schedules. Enter and maintain all Call Schedule information in the Shands Call system. This activity occurs: Create Call Schedules (June/July); maintain Shands Call system (Ongoing).

* Input Travel Authorizations and Expense Reports for all Fellows and Program direcror Travel. Obtain proper documentation and receipts from all travelers and provide the Department of Medicine and/or Travel with backup paperwork.

* This activity occurs: ongoing. ACGME/DOM Policies and Procedures - Maintain current

Division Coverage

* Monthly call schedule

* Division coverage as needed, assigned by the Division Administrator. Examples of duties include but are not limited to: phone coverage, retrieving mail, assisting other staff with projects, and any projects needed to provide divisional support. This activity occurs: ongoing.

* Input Travel Authorizations and Expense Reports for all Division Travel. Obtain proper documentation and receipts from all travelers, and provide the Department of Medicine and/or Travel with backup paperwork.

* Check in Fed Ex/UPS/Vendor deliveries for Division/Research/Lab Supplies. Store(Refrigeration/Freeze) as needed. Notify Lab Staff for pick up.

* Provide coverage for the Nephrology Consult Line as needed.

* In partnership with the Division Administrator, assign and monitor the payroll distributions for all fellows to ensure appropriate expenditure of funds and allocations.

* Prepare annual fellowship budget identifying new programmatic needs and expenses. Review with Division Administrator.

* Type routine correspondence, protocols, memorandums, letters or reports from dictation or handwritten copy using personal computer. Maintains filing for documents and correspondence as directed by faculty or Division Administrator.

* Maintains Divisional calendar for meetings and conferences and posts and distributes the calendar as needed. Sends weekly reminder emails to faculty and fellows for meetings and conferences.

* Works and supports the Chief and Assistant Director in any administrative support that might be needed.

* Works closely with staff in the Division to ensure that all faculty are supported in their clinical and academic needs. Provides direct back-up support when absences occur.