Residency/Fellowship Program Coordinator II

Jacksonville Campus
Jan 08, 2021
Position Type
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515450
Work type: Staff Full-Time
Location: Jacksonville Campus
Categories: Academic Advising/Support, Administrative/Professional, Human Resources
Department:30010100 - JX-DEAN-ADMINISTRATION

Advertised: 07 Jan 2021 Eastern Standard Time
Applications close: 14 Jan 2021 Eastern Standard Time

Classification Title:

Res/Fellowship Program Crd II

Job Description:

1. This position is responsible to the Senior Associate Dean of Educational Affairs (SADEA).
2. Along with the Associate Dean for Student Affairs (ADSA) and the Associate Director Education and Training Programs, this position manages all aspects of the human resources functions necessary for medical education trainees in UFCOM-J ACGME and CODA accredited and non-accredited training programs, and in external training programs that rotate through the College of Medicine-Jacksonville Office of Educational Affairs.
3. Evaluates the Office of Educational Affairs internal and external trainee appointment process, recommends process improvements to align the process with UF policies, and implements those processes in the departments through education verifying compliance.
4. Manages all Florida Department of Health Board of Medicine and Board of Osteopathic Medicine live scan finger printing for licensure. Arrange live scan provider services and manages all department resident appointments for fingerprinting.
5. Collaborates and assists with special projects and performs other related duties as assigned by the SADEA.
6. Manage all UFCOM-J Office of Educational Affairs housestaff personnel and office file retention. Train and monitor staff members completion and accuracy of electronic records prior to hard copy file disposal. Follows UF Office of the Provost Records Disposal Schedule, submitting requests for approval and completing disposal per approved notice of intent. Advise faculty, staff, and program administrators regarding departmental file retention process and University requirements. Review institutional policy and update as needed. Implement policy within each department.

7. Provides communication to program directors, program managers, coordinators, and assistants regarding updates to the annual OEA calendar. Manages calendar events such as training sessions, outside educational facility appointment materials due dates, and review of information provided by other UF and UF Health­Jacksonville departments.
8. Coordinates distribution of information to housestaff.
9. Recommends updates to the Program Coordinator's Policies and Procedures manual, program coordinator instruction guides, and file sharing using the UF server. Implements policy and procedure updates through coordinator education, solves barriers to departments achieving policy compliance.
10. Plans and coordinates external department's coordinator educational training sessions. Expert resource to program managers and coordinators, resolves complex issues with the residency management system modules including administrative set-up, personnel data, block and assignment schedule, portfolio, conference, evaluations, duty hours, and procedure logger. Recommends process improvement and workflow management techniques to ensure program manager and coordinator success.
11. As part of the coordinator development leadership team, manager plans and coordinates monthly program manager, coordinator, and assistant meeting agenda. Leads meeting topics to improve staff members understanding and expertise in graduate medical education.

12. Manages resident training activity reports for the Federal Center for Medicare and Medicaid Services (CMS) Interns and Residents Information System (IRIS) and the Florida Statewide Residency Medicaid program via the resident block schedule and rotation definitions coding in the web-based residency management system. Runs monthly resident rotation reports, and provides roster information to associated departmental entities. Identifies, evaluates, and resolves complex issues related to rotation definition and cost reporting. Provides oversight to program administrators and coordinators through the annual rotation definition review process.
13. Provides UF and non-UF resident data for cost analysis used in the IRIS reimbursement cost report data production for biennial report. This report calculates the total cost associated with educating one physician training in all accredited and non-accredited training programs. The individual must be able to accurately gather and input required information using key sources, understand Microsoft Excel functions, generate accurate calculations.
14. Enters housestaff personnel records information into all systems as required, including, but not limited to, New Innovations and PeopleSoft, which includes: new appointments, reappointments and courtesy appointments, terminations, ECFMG J-1 Visa processing, Fragomen HlB Visa processing, prior training analysis and identification, annual housestaff stipend increases (roll-forward), and off-cycle increases.
15. National Resident Matching Program: provides data entry review of program quota and ensures all programs are compliant with NRMP regulations, including, but not limited to, candidate attestation, rank order list, NRMP match history, waiver, and violator restriction.
16. Works with external institutions coordinators when courtesy resident rotations are planned. Monitors monthly block schedule, reviews and approves rotation packets, coordinates access management, and works with contracts to ensure ACGME requirements are met. Recommends packet updates as appropriate. Provides coordinator education and coordinates contract/packet/rotation.
Utilization of the Northeast FL GME Appointment Packet, update annually based on external site requirements
17. Assist with management, monitoring and payment of housestaff outside activities. Recommends packet updates as appropriate. Coordinates packet updates on an annual basis, when housestaff fringe benefit pool rates are finalized and available.
18. Monitor program compliance and accuracy of GME Track Annual housestaff survey updates.

19. Monitor program compliance and accuracy of ACGME Accreditation Data System housestaff updates.
20. Educate program managers, coordinators, and assistants in the contracts template and electronic contracts submission process, verifies contracts in place prior to start of educational assignments.

Expected Salary:

$50,000 based on education/experience

Minimum Requirements:

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

Preferred Qualifications:

Experience in Graduate Medical Education required. The experience can be in an ACGME accredited training program or institution. Institutional level experience preferred.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) on 01/14/2021.

Health Assessment Required:


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