Res/Fellowship Prog Assistant

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

Program Administration & Coordination

• Assist the Residency Program Director and department residents. 
• Prepare correspondence, reports, and recommendation letters. 
• Maintain administrative records for the Residency Program Director, current and former residents and fellows. 
• Transcribe dictation for the Oral and Maxillofacial Surgery (OMFS) Residency Program. 
• Maintain the Program Director's calendar (calls, conferences, vacations) and arrange travel/reimbursements.
• Keep schedules and academic activities for Program Director and residents up to date.

Management of Match (annually)

• Oversee all Match activities: submit agreements, payment, and notifications.
• Compose welcome/notification letters within 24-hour window; ensure matched applicants formally accept. 
• Notify Office of Advanced and Graduate Education, College of Dentistry, Office of Admission, and the College of Medicine, Office of Admissions of Match results.

Resident Onboarding

• Process incoming residents: order prescription pads, white coats, obtain Shands doctors numbers and Axium numbers, guide and review DEA/NPI applications.
• Compile a master contact sheet and distribute it to appropriate department members.
• Notify residents of both dentistry and College of Medicine orientations; coordinate attendance at the Fundamentals of Clinical Medicine course. 
• Coordinate rotation schedules across Shands departments. 
• Create a Chief's folder on the share drive (on-call spreadsheet, conference schedule, Morbidity and Mortality case folder, lecture folder, emergency-treatment sheet). 
• Instruct rising Chief's on responsibilities (e.g. recording cases in Residential Surgical logs to meet CODA and ADA requirements). 
• Collect on-call assignments and lecture schedules by the 15th of each month. 

Applicant Review & Interview Coordination

• Screen 150 new applicants via Web Admit; schedule 32+ interviews with OMF Sand College of Medicine faculty. 
• Serve as the liaison with the Office of Admissions for application eligibility.
• Block faculty calendars six months ahead; prepare interview packets (applications, score sheets, schedules). 
• Maintain a daily-updated spreadsheet of viable applicants; send invitation emails and collect HIPAA/confidentiality forms. 
• Draft interview schedules, manage cancellations, and provide backup candidates. 
• Arrange catering for each interview day (four dates, eight events).
• Produce interview-day Powerpoint decks (photo, hometown, school, class year).
• Create and distribute rank sheets; collect faculty rank lists for Match day.

Reporting & Compliance

• Generate Graduate Medical Education (GME) reports, (leave tracking, rotation schedules, Director signature).
• Schedule ACLS, PALS, and BLS training for residents, faculty, and staff. Maintain BLS records for the department. 
• Post annual dental and medical licenses in all clinics. Update resident manual each year.
• Remind students to renew DEA licenses.
• Organize mock boards, coordinate examiner schedules, secure rooms, order meals and compile results for distribution.

Training & Credential Management

• Maintain call, conference, and other departmental schedules. Coordinate on-call coverage with the College of Medicine and Shands.
• Compile accreditation documentation and update EPIC with on-call rosters.
• Notify clinic schedulers of schedule impacts (mock boards, interviews, graduation, BLS/ACLS). 
• Post all leave requests to calendars and the leave spreadsheet. Inform Office of Clinical Administration of closures. 
• Serve as "Super User" and liaison for UF Health/Shands Spok paging and on-call system (setup and daily maintenance). 

Event Planning & Graduation

• Arrange annual resident graduation: design invitations, printer liaison, guest-speaker announcement card, venue map, and foundation gift request.
• Compile attendee list for verification. Reserve banquet facility (by July of year prior) and schedule catering for 125 guests.
• Obtain permits and Health Department authorization. Schedule a photographer.
• Secure CDE credits for speaker presentations via the College of Dentistry's Continuing Education office.
• Process honorarium tax forms and reimburse travel. Reserve hotels and arrange transportation for guest speaker.

Examination & Survey Adminsitration

• Maintain the Oral Maxillofacial Surgery In-Service Training Examination (OMSITE). Register residents, arrange Pearson VUE testing, distribute results for CODA compliance.
• Compile annual AAOMS and ADA surverys. Keep anesthesia log for ADA reporting.
• Manage hospital privileges for OMFS residents. 

Accreditation & Credentialing Support

• Support CODA site visits. Update sedation logs, self-study materials and lecture schedules.
• Liaise with the Office of Advance & Graduate Education to update New Innovation records after residents finish medical school.
• Verify residency training for graduates. Order UFIDs, white coats, and prescription pads annually. 
• Create and distribute rotation forms. Maintain faculty/resident contact lists and report changes.  
• Develop and update evaluation tools for residents and faculty to meet CODA standards. 
• Coordinate Shands rotation evaluations in the New Innovations and assist with UF Health Shands credentialing for new faculty.

Perform other related administrative support duties within the department (as needed).

$22.03 - $24.19 per hour; commensurate with education and experience

Benefits: 

The University of Florida offers low-cost State Health plans, a number of Dental plans to fit you and your family’s needs, and Vision. Domestic partner coverage through GatorCare is also available. Optional plans such as life, disability, legal and accident insurance are also available.

Build your retirement roadmap with competitive pension plans, investment accounts and a host of voluntary add-ons, such as 457 deferred compensation and 403(b) plans.

UF provides a variety of leave programs including vacation, sick leave, 11 paid holidays, personal leave days, and family medical leave. TEAMS employees accrue approximately 22 vacation days annually, 13 sick days annually, and 4 personal leave days, typically used during the holiday closing period (accruals based on full-time employment). UF also provides you the flexibility to deal with life’s challenges by offering paid family leave, eight full weeks of leave over a 24-month period.

UF Employees are also eligible for the GatorPerks Discount Program, which provides big savings at various businesses and retailers!

Explore UF’s plethora of benefit options here: TEAMS Benefits

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

• Knowledge of PeopleSoft travel procedures
• Skill in typing, organizing files, records, schedules, and related materials
• Ability to deal with the public in a courteous and tactful manner
• Ability to use a personal computer
• Ability to communicate effectively (verbally and in writing)
• Ability to establish and maintain effective working relationships
• Ability to pay attention to details
• Ability to follow verbal and written instructions
• Ability to organize files, records, schedules, and related materials

In order to be considered, you must upload your cover letter, resume and list of three references.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.