| Job Description: |
The GME Institutional Coordinator provides institutional-level administrative governance and compliance coordination for all non-ACGME (non-accredited) graduate medical education and advanced clinical training programs sponsored or affiliated with the University of Florida College of Medicine.
This position serves as the central administrative lead for more than 60 non-accredited programs, including clinical fellowships, research fellowships, observerships, and other advanced training initiatives. These programs are not governed by external accrediting bodies and therefore require development and maintenance of internal institutional governance structures to ensure documentation integrity, funding verification, contract compliance, trainee protections, and risk mitigation.
About This Role
Institutional Governance and Oversight – Non-ACGME Programs Only
- Develop, implement, and maintain standardized institutional governance processes for all non-ACGME training programs.
- Establish and maintain centralized tracking of non-accredited programs including funding source verification, appointment documentation, trainee status, and renewal timelines.
- Coordinate institutional review processes for non-ACGME programs (annual reporting, program continuation review, status documentation).
- Identify and elevate potential institutional risk concerns to GME leadership.
- Ensure non-ACGME programs comply with university policies, hospital bylaws, visa requirements, contracts, and risk management standards.
- Serve as the primary institutional administrative contact for non-accredited programs. . Supports programs in documentation preparation and participates in the non-ACGME site visits.
Program Agreements and Institutional Documentation – Non-ACGME Programs
- Coordinate review and tracking of training agreements specific to non-ACGME programs.
- Work with Contracts/Legal to ensure appropriate documentation is in place for non-accredited trainees.
- Maintain templates and documentation standards for non-ACGME programs.
- Ensure documentation integrity and centralized record retention.
Workforce Pipeline and Institutional Reporting Support
- Maintain dashboards and institutional tracking tools specific to non-ACGME programs.
- Provide reporting to GME leadership regarding growth trends, program status, and workforce pipeline metrics.
- Support analysis related to recruitment and retention pathways from non-accredited programs into faculty or accredited training roles.
- Provide administrative support for discussions related to non-ACGME program approval or continuation.
- Prepare documentation for internal review of new or modified non-accredited programs.
- Assist the DIO in the development and maintenance of a process for programs not in compliance with institutional requirements.
- Assist in development and maintenance of institutional policies specific to non-ACGME programs.
- Create standardized onboarding processes for non-accredited trainees.
- Develop internal review templates and accountability metrics.
Program Letters of Agreement (PLA) and Rotation Agreements
- Ensure compliance with UF GME Institutional Requirements for PLAs.
- Assist programs with development, review, and maintenance of PLAs and rotation agreements, coordinating with Contracts/Legal teams when appropriate.
- Assist with arranging rotation agreements for housestaff. Ensure that appropriate approvals and requirements have been met when UF Health GME programs provide rotation agreement documentation for internal/external housestaff rotations.
- Review, update, and maintain all contract templates at least annually or when appropriate. Coordinate with the Contract/Legal team when appropriate.
Program Coordinator Support
- Coordinate institutional communications and meetings for residency and fellowship program coordinators related to UF GME oversight processes and institutional requirements for non-accredited programs.
- Ensure program coordinators are informed of changes to UF GME requirements, institutional policies, timelines, and reporting expectations.
- Serve as a point of contact for coordinators regarding institutional processes, documentation requirements, and institutional workflows for non-accredited programs.
- Assists with onboarding of new program coordinators by providing orientation to institutional systems, timelines, and institutional processes and expectations for non-accredited programs.
- Provide institutional guidance related to compliance expectations; does not provide direct supervision or performance management.
About the College of Medicine
The University of Florida's College of Medicine is committed to advancing health through education, research, and patient care. With a focus on innovation and excellence, the college prepares future healthcare leaders through a rigorous curriculum that combines basic sciences with hands-on clinical experience. The College of Medicine emphasizes interdisciplinary collaboration and community engagement, fostering and environment where students, faculty, and staff work together to improve healthcare outcomes. The College is home to cutting-edge research initiatives and state-of-the-art facilities, providing an exceptional training ground for aspiring medical professionals. Dedicated to enhancing health care, the College of Medicine plays an impactful role in shaping the future of medicine.
For more information about the College of Medicine and its programs, visit College of Medicine.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Packages with 10+ paid holidays, paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
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| Preferred Qualifications: |
The ideal candidate will possess:
- Proficiency in Word, Excel, PowerPoint, Outlook, Adobe Acrobat, WordPress, SharePoint and online meeting technology.
- Prior GME Program Coordinator experience
- Participation in and/or have coordinated an ACGME accreditation site visit
- Proficiency in a Residency Management System (e.g. New Innovations, MedHub, Residency Management Suite, etc.)
- Ability to establish and maintain professional and effective working relations with others.
- Ability to establish work priorities and coordinate the timely completion of work assignments; strong organizational skills.
- Ability to communicate effectively, both oral and written.
- Ability to articulate and interpret information.
- Ability to work independently, exercise good judgment, and work with minimal supervision.
- Ability to comprehend and interpret institutional policies, procedures, and accreditation requirements.
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