| Job Description: |
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.
Key Responsibilities:
Administrative, Curricular, and Didactic Duties
This position is responsible for maintaining a working knowledge of ACGME and ABFM policies as well as any changes in regulations or laws and providing this information to the program director and/or core residency faculty. Specific tasks include:
- 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. Responsibilities include:
- 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
Scheduling
- 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
Human Resources, Administration, and Budget
- 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
Fellowship Coordination
- 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
Residency Recruitment, Annual Activities, and Events
- 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.
- Medical Student Assignment: 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.
About Gainesville, Florida:
Gainesville (http://cityofgainesville.org) is home to Florida's largest and oldest university and serves as one of the state's centers of education, medicine, cultural events and athletics. Gainesville is also the largest city in Alachua County and is the county seat, with approximately 269,000 residents county-wide. The city provides a full range of municipal services, including cultural and nature services and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a regional airport, and a 72-par championship golf course. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida. It is a hidden gem in North Central Florida that is within a couple hours to major cities such as Orlando, Jacksonville, and Tampa. We are in a central location to both the Gulf of Mexico and the Atlantic Ocean, providing easy access within a day’s drive to beaches, nature preserves, and water-based activities. We have warm weather much of the year, allowing for outdoor activities almost year-round. Due to the diverse atmosphere generated by The University of Florida and UF Health Shands who are the leading employers in Gainesville, Gainesville is also a wonderful place to raise a family.
For more information about Gainesville, FL please go to:
The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
At Community Health and Family Medicine and its divisions, everyone belongs, grows, and thrives!
The University of Florida is an Equal Opportunity Employer. The University is committed to nondiscrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information, and veteran status in all aspects of employment including recruitment, hiring, promotion, transfers, discipline, terminations, wage and salary administration, benefits, and training.
Be a key player in a growing department committed to advancing medical education and improving patient care. Apply now to contribute to the future of Family Medicine and make a lasting impact on our residency program!
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