Residency/Fellowship Program Administrator (Finance)
Dept Number/Name: 0-6120-000 / Dept Of Surgery
College Division: USF Health-Morsani College of Medicine
Salary Plan: Administrative
Job Code/Title: 4505 / Residency/Fellowshp Prog Admin
Hiring Salary/Salary Range: $50,021.65 - $64,733.90
Position Number: 00002130
ORGANIZATIONAL SUMMARY:
The Department of Surgery has 200+ employees across 8 divisions engaging in clinical, educational, and research excellence. The department has grown rapidly in the last 2 years and continues to recruit and expand its programs. It consists of a diverse team of skilled surgeons who are experts in their respective fields. The department also engages in clinical and basic science research which pave the way for innovative surgical techniques and treatments.
POSITION SUMMARY:
The primary objective of this role is to oversee and provide administrative support for the surgery fellowship and residency program. Resident/Fellow Program Administrators are responsible for a wide range of administrative tasks, including assessing the quality of instruction and recommending program improvements, maintaining academic standards and meeting graduate medical education requirements, addressing accreditation issues, coordinating service rotations, allocating workspace, promoting the program, and administering/proctoring testing as needed. They also contribute to the development and compilation of educational materials and arrange placements for fellows and residents at various service sites. To excel in this role, Resident/Fellow Program Administrator need to have a deep understanding of university, college, and departmental policies and procedures and be able to apply them to support faculty and trainees effectively. This position involves administrative and analytical work directly aligned with the university's academic mission, requiring sound judgment and discretion when managing program-related matters and instruction.
RESPONSIBILITIES:
Responsible for management, oversight, and all administrative functions of the vascular residency and fellowship programs in the Department of Surgery.
- Acts as liaison between house staff, fellows, Residency Program Director, Fellowship Directors, and Graduate Medical Education office.
- Fully informed of RRC and ACGME requirements in order to identify program deficiencies and establish policies and procedures to ensure compliance with program
requirements and continued accreditation.
- Collects and maintains records in accordance with ACGME, RRC, ABNS, and USF Graduate Medical Education policies.
- Manages and coordinates collection of data and submission of reports required for continued accreditation in both electronic and paper formats.
- Primary point of contact for all new or prospective program applicants.
- Manages the resident interview and selection process, fellowship interviews and all aspects of appointment and promotion of residents and fellows.
Manages all professional education activities for the Vascular program in the Department of Surgery.
- Responsible for obtaining and maintaining CME/CPE accreditation.
- Schedules and organizes Grand Rounds, Journal Club, and all other educational activities of the Department.
- Designs conference schedules and lectures to ensure educational needs and requirements are met.
- Works closely with Department Chairperson to organize educational events and other similar offerings, including application and selection process, scheduling, and event planning.
Maintains all records of resident rotation assignments, tracks and reports duty hours,
maintains vacation and sick time attendance records for all residents and fellows.
Coordinates on-boarding and records keeping for all residents, including post graduate requests for training confirmation and evaluation.
Maintains budget of GME and professional education activities.
- Ensure GME programmatic funds are spent in accordance with established policies, including securing
pre-approval of expenses for travel and processing of reimbursements.
- Responsible for completion and submission of grants to support fellowship positions not funded by GME.
- Responsible completion and submission of other education grants to support travel and other special
programs not funded through GME.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
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.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.
PREFERRED:
Master's degree in education or a field of study related to the academic program, or a Bachelor's degree in those same fields. Academic administration experience.
SPECIAL SKILLS/TRAINING:
Exhibit and maintain a high level of professionalism and customer service, training in the use of Microsoft products such as MS Excel, MS Teams, MS SharePoint and MS Outlook, New Innovations, ERAS, ADS, and other educational/financial programs. Maintain working knowledge of residency/fellowship interview process as well as site visit review.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number:
Posting Date: 02/13/2025
Posting End Date: 02/27/2025
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview:
USF - Health
USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
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