Family Medicine Residency & Fellowship Program Coordinator II (CHFM) (533088)
Job no: 533088
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Health Care Administration/Support
Department: 29160204 - MD-FAMILY MED CENTER AT MAIN
Join our dynamic team as the Residency/Fellowship Program Coordinator II for our Family Medicine Residency Program! In this pivotal role, you'll lead the oversight and coordination of 27 residency positions, directly supervising the Residency/Fellowship Program Assistant. You'll collaborate closely with the medical director and clinic manager, acting as the vital link between directors, residents, medical students, and various stakeholders. With your in-depth knowledge of accreditation guidelines and exceptional organizational and public relations skills, you'll manage sensitive and confidential matters with ease. This role offers a unique chance to shape the future of medical education while ensuring the smooth day-to-day operation of our program's educational activities.
Key Responsibilities:
Administrative, Curricular, and Didactic Duties
- Assisting with all aspects of residency program accreditation requirements as well as the reaccreditation process, including following the timetable set by the ACGME Residency Review Committee (RRC)
- Annually attend the Residency Leadership Summit to stay current on ACGME requirements
- Acquiring and maintaining Program Letters of Agreement (PLAs) from all rotation leaders per ACGME guidelines
- Coordinating any away rotations and creating PLAs between institutions
- Overseeing preparation for internal and external program reviews. Ensure all evaluations, case logs, and other ACGME requirements have been collected and entered into electronic databases.
- Work closely with the program director to submit annual Web-ADS data to ACGME
- Ensure action plans are updated at least annually
- Manage and facilitate the program and resident evaluation process. Ensure core competency evaluation is measurable by using ACGME milestones. Monitor performance metrics to assist in establishing educational activities toward further resident and organizational improvement.
- Collaborate with program leadership and other residency faculty in designing, developing, and assigning residency didactic curriculum and rotations.
- Serve as a member of the Program Evaluation Committee and the quarterly UF Education Coordinator Meeting.
- Participate and report to the Clinical Competency Committee
- Serve as a member of the ACGME required Patient and Family Advisory Council and provide administrative support for the Council
- Manage and update the residency program website
Scheduling
- Monitor and track leave of housestaff to ensure adequate coverage of services and facilities.
- Track housestaff leave in accordance with University policy as well as ABFM policy.
- Monitor and track faculty leave to ensure adequate coverage of services and facilities.
- Work alongside chief residents annually to build rotations schedules for all residents.
- Update scheduling templates annually with changes in faculty assignments as well as curricular changes to resident schedules.
- Create inpatient faculty schedules annually for each teaching service.
- Build monthly clinic schedules of both faculty and residents and provide to the clinic manager to input into the electronic health record.
- Cross reference schedules to function as the definitive guide for resident and faculty assignments.
- Track the number of sessions and hours residents spend in clinics in order to meet ACGME requirements.
- Oversee tracking of faculty assignments to ensure they are meeting their FTE assignments.
- Collaborate with the clinic manager to ensure appropriate staffing and scheduling of the family medicine practice center.
- Develop the annual orientation schedule in accordance with the Program Evaluation Committee recommendations.
- Coordinate all housestaff required training courses, including ACLS and PALS, biannual reviews, in-training exams, and specialty certifications.
Human Resources, Administration, and Budget
- Provide daily, direct supervision to residency administrative staff. Assign tasks to staff and provide orientation and training to complete all assignments in a timely and efficient manner.
- Monitor and manage annual program budget, review expenses, and manage VA scheduling in accordance to funding.
- Manage annual CME allocations, utilization, and balance tracking.
- Assist residents and faculty with submitting requests and reimbursements through UF GO.
- Oversee and ensure onboarding of external resident rotators within the family medicine residency program in compliance with UF HR policies.
- Monitor and track annual licensure requirements and updates.
- Manage onboarding and offboarding personnel transactions for incoming and graduating residents.
Fellowship Coordination
- Assist program director with schedule creation.
- Monitor and manage annual program budget, review expenses, and assist with UFGO requests.
- Process graduate program tuition support.
Residency Recruitment, Annual Activities, and Events
- Assist with resident recruitment activities in the Program.
- Coordinates attendance and public relations materials for the annual AAFP National Conference and FAFP meetings.
- Annually review the Housestaff Manual and assist with policy updates.
- Assist in coordinating the Rank Meeting, biannual Milestone Meetings, biannual OSCE Review, and others as assigned.
- Participation and coordination in annual Program events.
- Correlate annual program survey data from alumni for use in program improvement initiatives.
- Other educational duties as assigned by the Director and/or Chairman.
- Coordinate administrative aspects of the CHFM required and elective courses for third- and fourth-year medical students.
Minimum Qualifications:
Bachelor’s degree and three years of experience coordinating educational programs, accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.
Preferred Qualifications:
- Strong knowledge of ACGME guidelines with prior GME experience.
- Excellent organizational, communication, and public relations skills.
- Experience in managing budgets and coordinating educational activities.
- Ability to work independently and handle sensitive information.
- Able to attend occasional 7:00 am meetings.
- This is not a temporary position.
Special Instructions to Applicants:
- For your application for this position to be considered complete, you must upload both a resume and either a cover letter or a letter of interest.
- The role primarily involves working on a computer and requires the ability to sit for long periods.
- You must be able to travel independently to various training sessions and meetings.
Post offer requirements:
- Criminal background check.
- Education and experience check.
The application must be submitted by 11:55 p.m. (ET) of the posting end date.
Advertised: 25 Sep 2024 Eastern Daylight Time
Applications close: 13 Oct 2024 Eastern Daylight Time
The University is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.
Be a key player in a growing department committed to advancing medical education and improving patient care. Apply now to contribute to the future of Family Medicine and make a lasting impact on our residency program!
The starting salary is $60,000 annually, with the potential for a higher amount based on experience.
Benefits:
- Health Insurance: UF participates in state and university-sponsored benefits programs for individuals, families, and domestic partners.
- Retirement Options: UF offers attractive retirement options.
- Leave: UF employees have access to a generous paid leave plan.
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