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Reports to the director, education and training programs and supports the Office of Graduate Medical Education (OGME) mission, aims, and leadership team [Senior Associate Dean of Graduate Medical Education, Associate Dean of Graduate Medical Education, Assistant Dean for Medical Education, and Associate Designated Institutional Official and accreditation and human resources team managers].
Assists deans with calendar and meeting requests from internal and external customers, using MS Outlook’s calendar module.
Provides administrative support to the residents/fellows through email announcements and postings on the New Innovations announcement page.
Assembles electronic documents for distribution and submission by various internal and external customers including formatting, proofing, customizing forms as needed utilizing Microsoft ™ (MS) Suite including Word ™, Excel ™, Power Point ™, Access ™ and/or Adobe Acrobat
Provides administrative support for meetings including, but not limited to: 1) graduate medical education committee, 2) house staff council, 3) program administrator, 4) patient safety experience, 5) root cause analysis workshops, and 6) residents & fellows as teachers. Includes computer, laptop, projector, and zoom set-up.
Provides support for various event coordination activities including, but not limited to: 1) reserves venue, 2) orders food, 3) creates online conference attendance roster and tracks attendance.
Provides support for graduation activities including, but not limited to: 1) reserves venue, 2) orders food, beverages, flowers, photo booth, balloon structures, 3) communicates with internal departments, and 4) event set-up and tear down.
Provides support for orientation activities for incoming trainees including, but not limited to: 1) reserves venues, 2) orders food, beverages, flowers, chairs, SWAG, and mask fit test supplies, 3) event set-up and tear down for all sessions, 4) set up orientation evaluations in New Innovations, and provide evaluation feedback reports to event participants.
Collaborates with other University of Florida College of Medicine-Jacksonville (UFCOM-J) leaders with special projects and performs other related duties as assigned. Analyzes and resolves administrative procedural issues.
Writes and edits a range of internal and external communications, including website content.
Office management such as answering the main line, getting the mail and ordering supplies.
Provides resident call quarters oversight and bi-weekly deliveries.
Plans annual departmental events such as ACGME site visits, graduation and orientation. Monitors budgets for events to ensure fiscal compliance.
Extracts exemplary teacher evaluation data for the Senior Associate Dean for Educational Affairs; prepares awards and tracks faculty distribution.
Tracks Florida Department of Health license renewals, including AHCA finger print retention. Arranges live scan provider services for resident fingerprinting, as needed.
Completes house staff personnel records file retention under the direction of the HR manager.
Tracks compliance and enters housestaff personnel information into web-based residency management systems as required, including, but not limited to incoming housestaff onboarding packet forms, termination packet forms, UF annual training certificates, graduation certificates, etc. into New Innovations and PeopleSoft.
Enters trainee moonlighting payments into PeopleSoft and verifies department reimbursement accurately reflects payment.
Completes moonlighting agreements biennial review and updates appropriately.
Extracts housestaff annual HIPAA/Confidentiality forms and saves in personnel record.
Assists with ACGME ADS annual program and resident updates.
Assists with GME Track annual program and resident updates.
New Innovations evaluations and surveys: set-up, launch with communication(s) regarding completion, and data extraction or reporting.
Collaborates and assists with special projects and performs any other duties as assigned by the Director.
Updates OGME calendar events and posts such calendar items on the OGME department calendar and NI homepage.
Distributes program administrator updates via e-mail and in other electronic formats.
Participates in coordinator educational training sessions, providing updates when processes open, close, or change (i.e. Annual HIPAA opens).
Assists coordinators with New Innovations data entry questions.
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