Inside Higher Ed
Residency/Fellowship Program Coordinator I - Neurology
Inside Higher Ed, Gainesville, Florida, us, 32635
Residency/Fellowship Program Coordinator I - Neurology
Job No:
538302
Work Type:
Full Time
Location:
Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:
29180100 - MD-NEUROLOGY-ADMIN-EDUC
Job Description This position serves as the Residency/Fellowship Program Coordinator I for the Department of Neurology. The coordinator is responsible for managing the human resources aspects of clinical fellow appointments, including visa sponsorship and the coordination of fellowship application and interview processes. Additionally, this role oversees and maintains the call schedule within EPIC.
The coordinator specifically oversees the Epilepsy, Clinical Neurophysiology, and Neuromuscular fellowships. Responsibilities include collecting and preparing data for fellowship program accreditation visits and reviews; coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; managing personnel and benefits documentation for current fellows; entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean's Office to ensure accurate reporting of effort for budgetary and compliance purposes; maintaining data within the ACGME WebADS system for the Epilepsy, Neuromuscular Medicine, and Clinical Neurophysiology programs; updating resident and faculty rosters, completing annual surveys, reporting major departmental changes; ensuring milestone data is submitted biannually; monitoring weekly duty hours to ensure compliance with ACGME regulations; ensuring each program adheres to ACGME Program Requirements; and reminding faculty and fellows to complete evaluations promptly.
For Non-ACGME Accredited Fellowships (Adjunct Clinical Postdoctoral Associate), responsibilities include coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; and managing personnel and benefits documentation for current fellows. This role also involves entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean's Office to ensure accurate reporting of effort for budgetary and compliance purposes.
The coordinator will oversee two United Council for Neurologic Subspecialties (UCNS)-accredited fellowship programs: Behavioral Neurology and Headache Medicine. Because UCNS program standards closely parallel ACGME requirements, the coordinator ensures compliance with regulations regarding work hours, evaluations, and program oversight, including minor yearly updates and comprehensive review documents every five years.
This position supports three Non-Standard Training (NST) programs with ACGME designation, which allows participation by trainees on J-1 visas: Movement Disorders, Behavioral Neurology (also UCNS accredited), and ICU-EEG fellowships. The coordinator is responsible for these programs in the ACGME WebADS system as well.
Fellowship Administration and Academic Records: Maintains accurate academic and personnel records for current and former fellows across six fellowship programs, including both ACGME-accredited and non-accredited fellowships, with a current total of twelve fellows. Coordinates schedules with fellows and tracks vacation, sick, and educational leave, entering all leave data into New Innovations as required. Assists fellows with professional and administrative needs, including medical license renewals, use of educational funds, FMLA documentation, and coordination of in-service examinations. Manages fellowship recruitment systems, including ERAS (Electronic Residency Application System), Thalamus (scheduling software) for the Epilepsy and Clinical Neurophysiology programs, the AANEM Neuromuscular portal, and the San Francisco Match (SF Match) for the Movement Disorders program. Responds to initial applicant inquiries, collaborates with Program Directors to schedule interviews and itineraries, and prepares and distributes applicant packets. Coordinates all onboarding activities by collecting required hiring and training license documentation for the GME Office, entering information into the UF Human Resources portal, and arranging orientation and training for incoming fellows. Ensures fellows receive UF/Shands identification cards, lab coats, and other necessary materials to support a smooth transition into the program.
On Call Schedule Management: Responsible for maintaining and updating the monthly on-call schedule in EPIC for all Neurology services. The schedule ensures that clinical staff have accurate, up-to-date information regarding on-call providers and their contact details for each shift. The incumbent must promptly update the schedule to reflect any changes, such as shift swaps or provider absences, to ensure seamless clinical coverage and communication.
Lecture Scheduling and Data Management: Utilizes the lecture template and speaker list provided by the Fellowship Director to ensure all scheduled lectures are accurately entered and updated in New Innovations.
We Offer Exceptional Benefits
Low-cost State Health Plans: Medical, Dental, and Vision Insurance
Life and Disability Insurance
Generous Retirement Options to secure your future
Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Tuition Assistance through the UF Employee Education Program
Public Service Loan Forgiveness (PSLF) Eligible Employer
Expected Salary $48,500 - $52,800 annually
Minimum Requirements Bachelor's degree and two years of relevant experience; or an equivalent combination of education and relevant experience.
Preferred Qualifications
Strong organizational and time management skills, adheres to deadlines
Demonstrated ability to problem solve; manage multiple priorities and problem solve
Excellent interpersonal and communication skills including written and oral expression
Special Instructions To Applicants To be considered, please upload the following documents with your application:
Cover Letter
Resume
Contact information for three professional references
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).
Health Assessment Required: No
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Applications Close: 06 January 2026
To apply, visit
https://explore.jobs.ufl.edu/en-us/job/538302
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.
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538302
Work Type:
Full Time
Location:
Main Campus (Gainesville, FL)
Categories:
Office/Administrative/Fiscal Support, Health Care Administration/Support
Department:
29180100 - MD-NEUROLOGY-ADMIN-EDUC
Job Description This position serves as the Residency/Fellowship Program Coordinator I for the Department of Neurology. The coordinator is responsible for managing the human resources aspects of clinical fellow appointments, including visa sponsorship and the coordination of fellowship application and interview processes. Additionally, this role oversees and maintains the call schedule within EPIC.
The coordinator specifically oversees the Epilepsy, Clinical Neurophysiology, and Neuromuscular fellowships. Responsibilities include collecting and preparing data for fellowship program accreditation visits and reviews; coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; managing personnel and benefits documentation for current fellows; entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean's Office to ensure accurate reporting of effort for budgetary and compliance purposes; maintaining data within the ACGME WebADS system for the Epilepsy, Neuromuscular Medicine, and Clinical Neurophysiology programs; updating resident and faculty rosters, completing annual surveys, reporting major departmental changes; ensuring milestone data is submitted biannually; monitoring weekly duty hours to ensure compliance with ACGME regulations; ensuring each program adheres to ACGME Program Requirements; and reminding faculty and fellows to complete evaluations promptly.
For Non-ACGME Accredited Fellowships (Adjunct Clinical Postdoctoral Associate), responsibilities include coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; and managing personnel and benefits documentation for current fellows. This role also involves entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean's Office to ensure accurate reporting of effort for budgetary and compliance purposes.
The coordinator will oversee two United Council for Neurologic Subspecialties (UCNS)-accredited fellowship programs: Behavioral Neurology and Headache Medicine. Because UCNS program standards closely parallel ACGME requirements, the coordinator ensures compliance with regulations regarding work hours, evaluations, and program oversight, including minor yearly updates and comprehensive review documents every five years.
This position supports three Non-Standard Training (NST) programs with ACGME designation, which allows participation by trainees on J-1 visas: Movement Disorders, Behavioral Neurology (also UCNS accredited), and ICU-EEG fellowships. The coordinator is responsible for these programs in the ACGME WebADS system as well.
Fellowship Administration and Academic Records: Maintains accurate academic and personnel records for current and former fellows across six fellowship programs, including both ACGME-accredited and non-accredited fellowships, with a current total of twelve fellows. Coordinates schedules with fellows and tracks vacation, sick, and educational leave, entering all leave data into New Innovations as required. Assists fellows with professional and administrative needs, including medical license renewals, use of educational funds, FMLA documentation, and coordination of in-service examinations. Manages fellowship recruitment systems, including ERAS (Electronic Residency Application System), Thalamus (scheduling software) for the Epilepsy and Clinical Neurophysiology programs, the AANEM Neuromuscular portal, and the San Francisco Match (SF Match) for the Movement Disorders program. Responds to initial applicant inquiries, collaborates with Program Directors to schedule interviews and itineraries, and prepares and distributes applicant packets. Coordinates all onboarding activities by collecting required hiring and training license documentation for the GME Office, entering information into the UF Human Resources portal, and arranging orientation and training for incoming fellows. Ensures fellows receive UF/Shands identification cards, lab coats, and other necessary materials to support a smooth transition into the program.
On Call Schedule Management: Responsible for maintaining and updating the monthly on-call schedule in EPIC for all Neurology services. The schedule ensures that clinical staff have accurate, up-to-date information regarding on-call providers and their contact details for each shift. The incumbent must promptly update the schedule to reflect any changes, such as shift swaps or provider absences, to ensure seamless clinical coverage and communication.
Lecture Scheduling and Data Management: Utilizes the lecture template and speaker list provided by the Fellowship Director to ensure all scheduled lectures are accurately entered and updated in New Innovations.
We Offer Exceptional Benefits
Low-cost State Health Plans: Medical, Dental, and Vision Insurance
Life and Disability Insurance
Generous Retirement Options to secure your future
Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
Tuition Assistance through the UF Employee Education Program
Public Service Loan Forgiveness (PSLF) Eligible Employer
Expected Salary $48,500 - $52,800 annually
Minimum Requirements Bachelor's degree and two years of relevant experience; or an equivalent combination of education and relevant experience.
Preferred Qualifications
Strong organizational and time management skills, adheres to deadlines
Demonstrated ability to problem solve; manage multiple priorities and problem solve
Excellent interpersonal and communication skills including written and oral expression
Special Instructions To Applicants To be considered, please upload the following documents with your application:
Cover Letter
Resume
Contact information for three professional references
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).
Health Assessment Required: No
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Applications Close: 06 January 2026
To apply, visit
https://explore.jobs.ufl.edu/en-us/job/538302
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.
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