Winter Haven Family Medicine Residency Program Manager (WHH Residency Family Med GME Program)

Job description

Job ID: 43998

Full/Part Time: Full-Time

Regular/Temporary: Regular


Graduate Medical Education, Winter Haven Hospital (WHH) Family Medicine Residency Program - College of Medicine


Manages complex, long-range administrative functions related to the Residency Program initiative. Provides administrative support to the Program Director, Associate Program Director, faculty and residents to ensure continuity between educational and service components. Assists in the review of Graduate Medical Education (GME) and residency program activities and helps implement changes as appropriate to promote effective and efficient operations. Assists with monitoring current and new updates of the Accreditation Council for Graduate Medical Education (ACGME) requirements and procedures in order to help maintain residency accreditation. Arranges and maintains requirements for licensure of residents including United States medical Licensing Examination (USMLE) testing. Researches and compiles information required for maintaining licensure, managed care partnerships, and other agencies' standing.

Assists the Florida State University College of Medicine (FSU COM) GME Office by initiating transactional human resource actions to include new appointments, re-appointments, and terminations of all residency faculty, staff, and residents following college, University and state policy and procedures, and Winter Haven Hospital (WHH) HR Guidelines. Assists with the monitoring of adherence to established administrative and financial policies and procedures including time and leave entry. Provides assistance and general technical support for all FSU COM residency employees in the form of OMNI access and/or e-time (used at WHH), e-mail usage, etc. Drafts responses for Residency administration where appropriate.

Assures accuracy of travel documentation prior to final approval by the Program Director (includes FSU COM and WHH Financial Offices). Monitors and tracks budgetary items and purchase requests. Active in assuring access to all WHH systems are given (e.g., call schedule, e-time, etc.). Assists the GME Office in coordination of activities related to Continuing Medical Education training for Residency Program personnel, including, but not limited to goals and objectives required by the ACGME. Assists with administrative processes to include gathering of data for annual evaluations, assignments of responsibility, etc., for residency faculty and staff. Maintains academic information on faculty and residents. Attends WHH OnBoarding Classes as necessary. Ensures all residents are current with WHH education requirements in the electronic health system.

Serves as a member of the GME Committee. Records faculty meeting minutes. Assists with scheduling and documenting faculty development for faculty and scheduling in-training exams for residents. Monitors the residency programs recruitment efforts through the National Residency Matching Program and coordinates application and recruitment of resident applicants.

Attends monthly video-conference calls with GME personnel at the COM. Assists in information gathering for the FSU COM GME website. Coordinates graduation of residents. Arranges orientation activities for new residents. Promotes an atmosphere of teamwork in accomplishing the mission and goals of the Program to include participating in the delivery of administrative and academic services for special projects or in meeting key deadlines. Accepts other duties as assigned to improve the effectiveness of the organization.


Bachelor's degree and four years of experience; or a high school diploma/equivalent and experience equal to eight years. (Note: post-high school education can substitute for experience at the equivalent rate.)

Experience gathering, interpreting, reporting, and/or editing information.
Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.
Experience maintaining accurate records and retrieving files from active or archive sources.
Experience with applicable computer applications and basic computer functions to include Microsoft Word and Outlook, or other comparable programs.
Experience with prioritizing, organizing and performing multiple work assignments simultaneously while meeting project deadlines.
Experience with office practices, procedures, and etiquette.
Experience communicating effectively verbally and in writing, and establishing and maintaining effective working relationships.
Experience evaluating process effectiveness and developing change or alternatives.
Experience performing assigned responsibilities with minimal to moderate supervision.


Knowledge of and ability to apply accreditation and/or compliance standards of applicable association, bureau, or other recognized governing entity in area of work.
Knowledge of medical terminology.
Knowledge of academic resources, and the ability interpret academic program requirements and provide advice.
Experience with Microsoft Excel.

Other Information

This position is located in Winter Haven, Florida

Contact Info

Connie Donohoe
Graduate Medical Education Manager
[email protected]
(850) 645-6867

Pay Plan

This is an A&P (Administrative and Professional) position.

Soft Money Funded Position

This is a soft money funded position, with renewal based on available funds and the needs of the University.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Open until filled

This position is being advertised as open until filled.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

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Job No:
Posted: 11/8/2018
Application Due: 11/15/2018
Work Type: