Res/Fellowship Program Assistant - Cardiovascular Medicine
Job Description
Heart Failure Cardiology Fellowship Program Duties (1 fellow)
- Serves as the primary point of contact for the Heart Failure Fellowship (HF) 4th Year Fellowship.
- Assist in maintaining the electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match. Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
- Compiles necessary information for the ACGME site visits in an accurate and timely manner.
- Assist in creating, maintaining, and updating all fellowship documents required by the ACGME guidelines. Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director. Maintains filing system for all fellowship documents and correspondence. Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.
- Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
- Attends DOM and COM meetings regarding fellowship activities. Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.
Advanced Electrophysiology Fellowship Duties (3 fellows)
- Serves as the primary point of contact for the Advanced Electrophysiology (EP) 4th Year Fellowship.
- Maintains an electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match. Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
- Compiles necessary information for the ACGME site visits in an accurate and timely manner.
- Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director. Maintains filing system for all fellowship documents and correspondence. Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.
- Responsible for typing and mailing all correspondence related to the Fellowship Programs in a timely manner with attention to spelling, grammar, punctuation, and formatting. Program Assistant will be responsible for administrative duties for the match as instructed by the Program Director, including New Innovations, and ERAS (Electronic Residency Application Service).
- Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
- Attends DOM and COM meetings regarding fellowship activities. Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.
- Schedules interviews and creates itineraries for advanced EP candidates, coordinates necessary arrangements, and serves as the host for the candidates.
- Assists the Program Director of EP with the coordination of the administrative functions of the fellowship.
- Manages, creates schedules, monitors fellow and faculty evaluations in New Innovations, a web-based program that unifies fellowship tasks and compliance management into a secure centralized internet database.
- Along with the Program Director, identifies source of funds to support fellows, manages application process including preparing description of program, justification, and budget. Manages communications with granting agency. If awarded, ensures that the proper University processes are followed for funds deposit and expenditures. Prepares mid-year reviews and updates to agencies.
Interventional Cardiology Fellowship Duties (3 fellows)
- Serves as the primary point of contact for the Interventional Cardiology Fellowship Program.
- Schedules interviews and creates itineraries for interventional candidates, coordinates necessary arrangements, and serves as the host for the candidates.
- Assists the Interventional Program Director with the coordination of the administrative functions of the fellowship.
- Manages, creates schedules, monitors fellow and faculty evaluations in New Innovations, a web-based program that unifies fellowship tasks and compliance management into a secure centralized internet database.
- Along with the Program Director, identifies source of funds to support fellows, manages application process including preparing description of program, justification, and budget. Manages communications with granting agency. If awarded, ensures that the proper University processes are followed for funds deposit and expenditures. Prepares mid-year reviews and updates to agencies.
- The interventional fellow rotations include the VA and Shands cardiac catheterization laboratories in Gainesville. Oversee these multiple clinical rotation sites including ongoing communications with agencies to ensure that the educational rotation meets programmatic needs.
- Maintains an electronic progress log and files on all applicants or other files as required as Fellowship Programs move into a match. Develop and maintain a system to assist the faculty with review of applicant packets and creation of the final match list.
- Compiles necessary information for the ACGME site visits in an accurate and timely manner.
- Creates, maintains, and updates all fellowship documents required by the ACGME guidelines. Ensures that the Training Program is within ACGME guidelines and brings any concerns to the attention of the Program Director. Maintains filing system for all fellowship documents and correspondence. Keeping the Program aligned with ABIM, ACGME, NRMP, and LCME is a top priority.
- Organizes new fellow orientation on a yearly basis including but not limited to assisting Program Director with orientation book, ensuring all requirements from House Staff Office and VA Hospital Orientations are met, and other necessary items are in place for incoming fellows (pagers, lab coats, etc.).
- Attends DOM and COM meetings regarding fellowship activities. Is responsible for monitoring updates and changes in University and ACGME requirements for fellowships through email, list serves, websites, and official correspondence.
Financial Responsibilities and Academic Support
- In partnership with the Division Administrator, assign and monitor the payroll distributions for all fellows to ensure appropriate expenditure of funds and allocations.
- Prepare annual fellowship budget identifying new programmatic needs and expenses. Review with Division Administrator.
- Type routine correspondence, protocols, memorandums, letters or reports from dictation or handwritten copy using personal computer. Maintains filing for documents and correspondence as directed by faculty or Division Administrator.
- Maintains Divisional calendar for meetings and conferences and posts and distributes the calendar as needed. Sends weekly reminder emails to faculty and fellows for meetings and conferences.
- Works and supports the Chief and Assistant Director in any administrative support that might be needed.
- Works closely with secretarial support staff in the Division to ensure that all faculty are supported in their clinical and academic needs. Provides direct back-up support when absences occur
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