Resident/Fellowship Program Coordinator II-Department of Neurosurgery

$45,000 - $59,262/Yr

University of Florida - Gainesville, FL

Full-time

Gainesville, FL

Educational Services

About the position

The Resident/Fellowship Program Coordinator II position at the University of Florida's Department of Neurosurgery is a full-time role focused on the administration and coordination of residency and fellowship programs. This position plays a crucial role in supporting the Residency/Fellowship Program Directors and supervisors in managing the department's housestaff, which includes a core residency program with twenty-one residents and three fellowships (Endovascular, Functional, and Neuro-Oncology) comprising four fellows. The coordinator is responsible for maintaining accurate and thorough academic records for all trainees, both past and present, including managing the department's Alumni Database that contains contact information for current and former faculty, residents, and fellows. In collaboration with the program directors and supervisors, the coordinator assists in monitoring and documenting the progress of residents and fellows towards their program-specific milestones using tools such as New Innovations and other evaluation methods. This includes preparing and distributing requisite materials for monitoring resident progress and faculty teaching efforts, as well as developing educational materials and managing classroom and laboratory needs to ensure effective educational sessions. The coordinator also manages the ACGME Accredited Endovascular Fellowship, ensuring timely completion of rotation and curriculum evaluations, residency case logs, and tracking educational activities of departmental training programs. The role requires organizing and preparing documentation for program compliance with ACGME defined requirements, assisting in the preparation of ACGME self-studies and site visits, and maintaining accurate records of resident and fellow leave. The coordinator effectively uses ERAS to plan and implement recruitment activities for all training programs in the department, manages travel logistics for residents and fellows, and oversees the processing of appointments for new residents and fellows. Additionally, the coordinator is responsible for managing continuing medical education activities, including Grand Rounds, and planning internal and external events such as graduation ceremonies and research days. The ability to multitask and handle several projects simultaneously is essential for success in this role.

Responsibilities

• Collaborate with Residency/Fellowship Program Directors and supervisor for overall administration of the Department housestaff.
• Maintain accurate and thorough academic records on all trainees, including the Alumni Database.
• Assist with monitoring and documentation of resident/fellow progress towards program-specific milestones.
• Prepare and distribute materials for monitoring resident progress and faculty teaching efforts.
• Develop educational materials and manage classroom/laboratory needs for effective educational sessions.
• Manage the ACGME Accredited Endovascular Fellowship and ensure timely completion of evaluations and case logs.
• Track educational activities of departmental training programs and coordinate educational conferences.
• Assist residents/fellows with training and educational needs as appropriate.
• Attend quarterly Graduate Medical Education coordinator meetings and ARANS meetings to stay updated on program requirements.
• Organize documentation of program compliance with ACGME requirements and assist in self-studies and site visits.
• Effectively use ERAS for recruitment activities and maintain accurate resident/fellow records.
• Manage travel logistics for residents and fellows, including authorization requests and reimbursements.
• Respond to inquiries regarding the Residency and Fellowship Programs and oversee processing of appointments for new residents/fellows.
• Proctor annual in-training exams and manage continuing medical education activities.
• Plan and oversee internal and external events, including graduation ceremonies and research days.

Requirements

• Bachelor's degree and three years of experience coordinating educational programs, accredited residency and/or fellowship programs; or an equivalent combination of education and relevant experience.
• Knowledge of University regulations, policies, and procedures regarding educational training programs.
• Experience working with Course Learning Management Systems.
• Excellent written and verbal communication skills.
• Strong initiative and good judgment with attention to detail.
• Ability to work effectively with department faculty and personnel.

Nice-to-haves

• Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience.