University of South Florida Libraries
Residency Fellowship Program Administrator
University of South Florida Libraries, Tampa, Florida, us, 33646
Residency Fellowship Program Administrator
University of South Florida Libraries—Tampa, FL. Job Description
The Program Administrator provides comprehensive oversight and coordination for one or more residency and/or fellowship programs within the Department of Surgery, ensuring alignment with the department’s educational and academic mission. This role partners closely with the Vice Chair of Education, Program Directors, and departmental leadership to maintain compliance with institutional, accrediting body, and national requirements while supporting the ongoing development and success of the programs. The Administrator manages the daily operations and long‑term planning for assigned programs, including accreditation reporting, trainee onboarding and evaluation, recruitment, scheduling, policy implementation, and process improvement. This position requires sound judgment, strong organizational and analytical skills, and the ability to interpret and apply university and GME policies. Serving as a key liaison for faculty, trainees, and staff, the Program Administrator plays an essential role in ensuring the quality, efficiency, and continuous improvement of the department’s educational programs. Responsibilities
Administers the day‑to‑day operational activities of the residency/fellowship program and ensures program goals and objectives are accomplished. Participates with program director and faculty in planning, directing, and effectively coordinating academic and operational activities of a residency/fellowship program in order to meet accreditation and other regulatory requirements for graduate medical education. Ensures that all activities and deliverables in support of the residency/fellowship program are properly completed and met, and that the program remains in compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines and USF Graduate Medical Education (GME) policies and procedures. Supports the residency/fellowship program personnel (faculty, resident & staff) by interpreting organizational and departmental policies, standards, operational procedures and guidelines. Participates in the development and implementation of operational policies, procedures and standards. Develops the goals, objectives, core curriculum, resident manual, and site review documents for residency/fellowship programs. Serves as the central liaison with residents/fellows, ACGME, GME office, the affiliated hospitals, institutions, and various other agencies, organizations, and groups. Interprets and implements ACGME, RRC, ABMS, and institutional requirements to ensure continuous program compliance and readiness for accreditation site visits. Manages evaluations for the program (e.g., evaluation of faculty, residents/fellows, program, rotations, peers). Maintains educational files on all residents/fellows to monitor progress in the program and for future credentialing purposes. Manages and coordinates resident interview activities such as screening applications, scheduling interviews, creating applicant information packets, and agendas. Assists the Central GME Office with onboarding the program’s residents/fellows. Creates and maintains residency/fellowship program block rotation schedules. Monitors resident schedules to ensure compliance with ACGME work hour rules and brings discrepancies to the attention of all affected. Maintains the block and daily schedules for billing purposes and attests to accuracy for monthly billing of affiliates and hospital partners. Analyzes quantitative and qualitative data to produce reports for internal and external use, including accreditation reviews and the Annual Program Evaluation. Writes reports and prepares presentations about the academic programs. Manages GME and professional education budgets to ensure funds are utilized in compliance with university and sponsor policies. Oversees purchasing, reimbursements, travel approvals, and other program‑related expenditures. Assists with preparation and submission of grants supporting fellowship positions and educational initiatives not funded by GME. Monitors spending, maintains budget records, and provides financial reports as needed to departmental leadership. Coordinates professional education activities for the department, including Grand Rounds, Journal Clubs, Morbidity & Mortality conferences, and other required didactic sessions. Designs and maintains educational conference calendars to meet accreditation and board eligibility requirements. Partners with the Department Chair, Vice Chair of Education, and Program Directors to organize departmental educational events, visiting professorships, and symposia. Prepares documentation to obtain and maintain CME/CPE accreditation for educational offerings. Performs other duties as assigned. Qualifications
This position requires a Bachelor’s degree and two (2) years of experience coordinating medical education programs or accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience. Senate Bill 1310 - Employment Eligibility
SB 1310 is conditional upon meeting all employment eligibility requirements in the U.S. The following provide guidance on direct experience requirements based on educational level: Two years of direct experience for an associate degree. Four years of direct experience for a bachelor’s degree. Six years of direct experience for a master’s degree. Seven years of direct experience for a professional degree. Nine years of direct experience for a doctoral degree. Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check. Applicants Have Rights Under Federal Employment Laws
The University of South Florida is an equal‑opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA). Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.
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University of South Florida Libraries—Tampa, FL. Job Description
The Program Administrator provides comprehensive oversight and coordination for one or more residency and/or fellowship programs within the Department of Surgery, ensuring alignment with the department’s educational and academic mission. This role partners closely with the Vice Chair of Education, Program Directors, and departmental leadership to maintain compliance with institutional, accrediting body, and national requirements while supporting the ongoing development and success of the programs. The Administrator manages the daily operations and long‑term planning for assigned programs, including accreditation reporting, trainee onboarding and evaluation, recruitment, scheduling, policy implementation, and process improvement. This position requires sound judgment, strong organizational and analytical skills, and the ability to interpret and apply university and GME policies. Serving as a key liaison for faculty, trainees, and staff, the Program Administrator plays an essential role in ensuring the quality, efficiency, and continuous improvement of the department’s educational programs. Responsibilities
Administers the day‑to‑day operational activities of the residency/fellowship program and ensures program goals and objectives are accomplished. Participates with program director and faculty in planning, directing, and effectively coordinating academic and operational activities of a residency/fellowship program in order to meet accreditation and other regulatory requirements for graduate medical education. Ensures that all activities and deliverables in support of the residency/fellowship program are properly completed and met, and that the program remains in compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines and USF Graduate Medical Education (GME) policies and procedures. Supports the residency/fellowship program personnel (faculty, resident & staff) by interpreting organizational and departmental policies, standards, operational procedures and guidelines. Participates in the development and implementation of operational policies, procedures and standards. Develops the goals, objectives, core curriculum, resident manual, and site review documents for residency/fellowship programs. Serves as the central liaison with residents/fellows, ACGME, GME office, the affiliated hospitals, institutions, and various other agencies, organizations, and groups. Interprets and implements ACGME, RRC, ABMS, and institutional requirements to ensure continuous program compliance and readiness for accreditation site visits. Manages evaluations for the program (e.g., evaluation of faculty, residents/fellows, program, rotations, peers). Maintains educational files on all residents/fellows to monitor progress in the program and for future credentialing purposes. Manages and coordinates resident interview activities such as screening applications, scheduling interviews, creating applicant information packets, and agendas. Assists the Central GME Office with onboarding the program’s residents/fellows. Creates and maintains residency/fellowship program block rotation schedules. Monitors resident schedules to ensure compliance with ACGME work hour rules and brings discrepancies to the attention of all affected. Maintains the block and daily schedules for billing purposes and attests to accuracy for monthly billing of affiliates and hospital partners. Analyzes quantitative and qualitative data to produce reports for internal and external use, including accreditation reviews and the Annual Program Evaluation. Writes reports and prepares presentations about the academic programs. Manages GME and professional education budgets to ensure funds are utilized in compliance with university and sponsor policies. Oversees purchasing, reimbursements, travel approvals, and other program‑related expenditures. Assists with preparation and submission of grants supporting fellowship positions and educational initiatives not funded by GME. Monitors spending, maintains budget records, and provides financial reports as needed to departmental leadership. Coordinates professional education activities for the department, including Grand Rounds, Journal Clubs, Morbidity & Mortality conferences, and other required didactic sessions. Designs and maintains educational conference calendars to meet accreditation and board eligibility requirements. Partners with the Department Chair, Vice Chair of Education, and Program Directors to organize departmental educational events, visiting professorships, and symposia. Prepares documentation to obtain and maintain CME/CPE accreditation for educational offerings. Performs other duties as assigned. Qualifications
This position requires a Bachelor’s degree and two (2) years of experience coordinating medical education programs or accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience. Senate Bill 1310 - Employment Eligibility
SB 1310 is conditional upon meeting all employment eligibility requirements in the U.S. The following provide guidance on direct experience requirements based on educational level: Two years of direct experience for an associate degree. Four years of direct experience for a bachelor’s degree. Six years of direct experience for a master’s degree. Seven years of direct experience for a professional degree. Nine years of direct experience for a doctoral degree. Compliance and Federal Notices
This position may be subject to a Level 1 or Level 2 criminal background check. Applicants Have Rights Under Federal Employment Laws
The University of South Florida is an equal‑opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. Family and Medical Leave Act (FMLA). Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process. Equal Employment Opportunity
The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.
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