Res​/Fellowship Prog Assistant - Infectious Diseases & Global Medicine

Res/Fellowship Prog Assistant - Infectious Diseases & Global Medicine

Job no: 541413
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Academic Advising/Support, Education/Training/Instructional Design, Office/Administrative/Fiscal Support
Department:  - MD-INFECTIOUS DISEASES

Classification

Title:

Res/Fellowship Program Assistant

Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Job Description:

This position is located in the Department of Medicine, Division of Infectious Diseases and Global Medicine. Under the direction of the Division Administrator, the Program Assistant is responsible for providing administrative support and coordination to the Division Fellows, as well as the Fellowship Director and Assistant Director. The position must provide a high level of customer service both in person and on the telephone to all patients, faculty, referring physicians, fellows, staff, and other visitors.

The Program Assistant performs responsibilities by anticipating needs and proactively providing support with minimal direction. The position is responsible for maintaining sensitive and confidential materials that are received and/or developed during the course of the position’s job duties. Position reports to the Division Administrator. The Program Assistant will serve as the fellowship program’s fiscal manager, responsible for assisting in the fiscal management and maintenance of the program.

Responsibilities include understanding basic financial and operational concepts and trends, identifying financial results that do not meet expectations and working with the Chief/Administrator to determine the reason for the variance, and translating analyses into actionable information for decision making. Requires ability to effectively use New Innovations, interpret and apply scheduling principles to work hours reports; to work accurately with numerical detail;

and to analyze, consolidate, and interpret accounting data. This position requires on campus presence.

• Schedules all academic conferences and fellowship meetings, including maintaining conference room calendar, individual fellow/faculty calendar invites, sending weekly reminders and taking notes
• Maintains an electronic progress log and files on all applicants (and other files as requires) as Fellowship Program moves into the match
• Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list
• Schedule interviews (virtually or in person depending on the programs’ preference) and create itinerary for fellowship applicant interviews with appropriate faculty, Chief, etc. Confirms date, time, and location of all appointments in the week prior to the interview. Ensures the applicants’ interview day flows properly and is presented in a professional manner
• Create annual fellow schedule and ensure divisional scheduling system and EPIC On-Call schedules are up-to-date and accurate. Including VA schedule
• Responsible for typing and mailing all correspondence related to the Fellowship Program in a timely manner with attention to spelling, grammar, punctuation, and formatting
• Organizes new fellow orientation annually, including but not limited to assisting Program Director with orientation handbook, scheduling onboarding sessions with UF House staff Office and VA Hospital, obtaining network access, ACLS training, electronic medical record training, security and confidentiality training and research orientation
• Annual Fellowship Graduation, including securing a venue, catering, event set-up and teardown, running the event, and adhering to a modest budget
• Create budget tracking spreadsheets…