University of Florida
Overview
Res/Fellowship Prog Assistant — Job No: 537227. Work Type: Full Time. Location: Main Campus (Gainesville, FL). Categories: Office/Administrative/Fiscal Support, Grant or Research Administration, Health Care Administration/Support. Department: 29050900 - MD-PULMONARY MEDICINE.
Job Description
Classification Title: Res/Fellowship Prog Assistant
Classification Minimum Requirements: Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Note: This role requires on-campus presence; hybrid/remote work is not available during the initial onboarding and training period. Hybrid flexibility may be provided after completion of the initial training period.
Essential Functions Fellowship Accreditation Activities
Serves as the primary point of contact for all inquiries of the Fellowship Programs.
Compiles necessary information for the ACGME site visits in an accurate and timely manner.
Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program adheres to ACGME standards and brings any concerns to the attention of the Program Director(s). Maintains filing system for all fellowship documents and correspondence. Keeps Programs aligned with ABIM, ACGME, NRMP, and LCME as a top priority.
Upkeep of New Innovations evaluation system, including entering schedules, running reports, and monitoring the compliance of fellows, faculty, and staff to evaluation requests.
Attends DOM and COM meetings regarding fellowship activities. Monitors updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.
General Fellowship Program Duties
Maintains an electronic progress log and files on all applicants as Fellowship Programs move into a match. Develops and maintains a system to assist the faculty with review of applicant packets and creation of the final match list.
Schedules interviews (in-person and virtual) and creates itineraries for fellowship applicant interviews with appropriate faculty and leadership. Confirms date, time, and location; makes hotel and other necessary arrangements to ensure interview day flow.
Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting.
Organizes new fellow orientation annually, including assisting Program Director(s) with orientation handbook, and scheduling onboarding sessions with UF Housestaff Office and VA Hospital (network account access, ACLS training, EMR training, security and confidentiality training, research orientation, and first-year endoscopy seminar).
Plans annual Fellowship Graduation (venue, catering, setup/teardown, emceeing) and adheres to a modest budget.
Other Responsibilities Assigned by Supervisor
Divisional CME management
Clinical learner rotation management
Maintains Divisional calendars for meetings and conferences; posts and distributes the calendar as needed; sends weekly reminder emails to faculty and fellows.
Works with Program Directors to build annual fellowship schedules in alignment with UF/Shands/VA/external funding requirements.
Prioritizes assignments and messages by urgency or deadlines; collaborates with Division, Department, and University staff to ensure timely completion and quality.
Acts as a liaison to multiple internal and external entities (e.g., Departments in the College of Medicine or Department of Medicine and its Divisions, Department of Medicine Fellowship Office, Division Clinics, VA Medical Center, Industry Partners). Represents the Division, Department, and University professionally and provides backup support as needed. Adheres to office policies and protocols.
Salary Estimated Salary: $19.23 - $24.76 hourly
Qualifications Required Qualifications:
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Preferred:
Proficiency in Word, Excel, PowerPoint, E-mail and Internet
Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
Ability to plan, organize and coordinate work assignments
Ability to establish and maintain effective working relationships
Ability to function under stressful circumstances with respectful interactions
Ability to communicate effectively both verbally and in writing; ability to plan, organize and coordinate work assignments
Ability to work independently
Strong interpersonal and telephone skills
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) of the posting end date.
Applications Close:
28 September 2025
To apply, visit:
https://explore.jobs.ufl.edu/en-us/job/537227
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency
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Job Description
Classification Title: Res/Fellowship Prog Assistant
Classification Minimum Requirements: Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Note: This role requires on-campus presence; hybrid/remote work is not available during the initial onboarding and training period. Hybrid flexibility may be provided after completion of the initial training period.
Essential Functions Fellowship Accreditation Activities
Serves as the primary point of contact for all inquiries of the Fellowship Programs.
Compiles necessary information for the ACGME site visits in an accurate and timely manner.
Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program adheres to ACGME standards and brings any concerns to the attention of the Program Director(s). Maintains filing system for all fellowship documents and correspondence. Keeps Programs aligned with ABIM, ACGME, NRMP, and LCME as a top priority.
Upkeep of New Innovations evaluation system, including entering schedules, running reports, and monitoring the compliance of fellows, faculty, and staff to evaluation requests.
Attends DOM and COM meetings regarding fellowship activities. Monitors updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.
General Fellowship Program Duties
Maintains an electronic progress log and files on all applicants as Fellowship Programs move into a match. Develops and maintains a system to assist the faculty with review of applicant packets and creation of the final match list.
Schedules interviews (in-person and virtual) and creates itineraries for fellowship applicant interviews with appropriate faculty and leadership. Confirms date, time, and location; makes hotel and other necessary arrangements to ensure interview day flow.
Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting.
Organizes new fellow orientation annually, including assisting Program Director(s) with orientation handbook, and scheduling onboarding sessions with UF Housestaff Office and VA Hospital (network account access, ACLS training, EMR training, security and confidentiality training, research orientation, and first-year endoscopy seminar).
Plans annual Fellowship Graduation (venue, catering, setup/teardown, emceeing) and adheres to a modest budget.
Other Responsibilities Assigned by Supervisor
Divisional CME management
Clinical learner rotation management
Maintains Divisional calendars for meetings and conferences; posts and distributes the calendar as needed; sends weekly reminder emails to faculty and fellows.
Works with Program Directors to build annual fellowship schedules in alignment with UF/Shands/VA/external funding requirements.
Prioritizes assignments and messages by urgency or deadlines; collaborates with Division, Department, and University staff to ensure timely completion and quality.
Acts as a liaison to multiple internal and external entities (e.g., Departments in the College of Medicine or Department of Medicine and its Divisions, Department of Medicine Fellowship Office, Division Clinics, VA Medical Center, Industry Partners). Represents the Division, Department, and University professionally and provides backup support as needed. Adheres to office policies and protocols.
Salary Estimated Salary: $19.23 - $24.76 hourly
Qualifications Required Qualifications:
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Preferred:
Proficiency in Word, Excel, PowerPoint, E-mail and Internet
Demonstrated ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines
Ability to plan, organize and coordinate work assignments
Ability to establish and maintain effective working relationships
Ability to function under stressful circumstances with respectful interactions
Ability to communicate effectively both verbally and in writing; ability to plan, organize and coordinate work assignments
Ability to work independently
Strong interpersonal and telephone skills
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) of the posting end date.
Applications Close:
28 September 2025
To apply, visit:
https://explore.jobs.ufl.edu/en-us/job/537227
Our Commitment The University of Florida is an Equal Employment Opportunity Employer. Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392-2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.
Copyright 2025 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency
#J-18808-Ljbffr