Res/Fellowship Prog Assistant

Job Description

The Residency/Fellowship Program Assistant, provides administrative support to the psychology training program, its Training Program Director(s), and the teaching faculty as needed. The Psychology Training Program is currently comprised of Adjunct Clinical Postdoctoral Associates, Registered Mental Health Interns, Psychology Doctoral Interns, and graduate students completing practicum requirements. The person in this position must be able to work effectively and efficiently as well as organize and communicate with professionals (faculty, staff, and trainees) in multiple tasks relating to recruitment, hiring, onboarding, schedules, coordinating didactics and rotations, and serving as a resource to psychology trainees throughout their training program. This role supports departmental operations aligned with the SB330 expansion for psychiatric and behavioral health services across UF Health which will increase access to timely and specialized mental health care.

TRAINING PROGRAM SUPPORT

• Coordinate intern and postdoctoral recruitment, including screening applicants, creating interview schedules, compiling and distributing application materials, collecting evaluations, and serving as the primary applicant contact.
• Support trainee onboarding, including orientation scheduling, preparation of orientation materials, monitoring onboarding checklists, processing required paperwork, and submitting requests for Epic and shared-drive access.
• Serve as a point of contact for all trainees and practicum students each semester, ensuring training requirements remain up to date.
• Enter all trainees and teaching faculty into New Innovations and process leave requests for trainees and faculty, communicating needed coverage to appropriate parties.
• Coordinate trainee meetings and program events; support graduation activities, including certificate processing and onsite assistance.
• Monitor trainee documentation compliance and issue delinquency notices as needed.
• Complete exit processing, including required paperwork and the return of UF property (keys, fobs, UF Health ID).
• Communicate Training Director policies and procedures to trainees.
• Provide backup support for the Residency/Fellowship Program Coordinator II and Program Assistant.
• Support the Program Training Directors with operational needs, including IT requests and communication with facility or maintenance staff.

RESIDENCY EVALUATIONS & DIDACTICS

• Maintain the postdoc and intern didactic schedule in New Innovations and provide schedule updates to faculty, presenters, and trainees.
• Send timely reminders to speakers and coordinate all lecture preparation logistics, including materials and conference room setup.
• Track resident attendance for didactics and notify the Program Director of any concerns.
• Distribute and monitor didactic surveys and provide lecture or attendance reports as requested.
• Prepare and manage all trainee evaluations—including lecture, faculty, trainee, semi-annual program, and post-graduate evaluations—and any additional assessments required by the training programs.
• Monitor evaluation completion, send reminders to faculty and trainees, generate reports upon request, and promptly escalate significant issues to the Training Director.
• Attend New Innovations training as assigned.

PSYCHOLOGY PROGRAM FACULTY SUPPORT

• Manage calendars and scheduling for education-related appointments and faculty coverage.
• Assist faculty with CV updates and coordinate all travel logistics, including travel authorizations, reimbursements, myUFL entries, and required signatures.
• Process purchases using the P-card and complete all related requisitions.
• Provide administrative support for the division, including copying/scanning, ordering non-clinical office supplies, submitting printer service requests, and scheduling division rooms.
• Maintain faculty and trainee mailboxes; manage conference room calendars; print and distribute treatment room schedules.
• Track group supervision attendance and maintain related records.
• Set up workspace and room materials for new trainees or faculty in collaboration with the Clinic Manager.
• Manage the distribution and tracking of iPads.
• Process volunteer paperwork, coordinate approvals with the fiscal office, track volunteer schedules, and notify the Clinic Manager of volunteer coverage.
• Coordinate catering for division events and meetings.
• Order graduation certificates and supplies.

Perform other duties as assigned to support the effective operation of the Training Program and Psychology Division.