Fellowship Program Administrator & Scheduling Coordinator

University Of Florida; Gainesville, Northern (FL, KY); Hybrid; USD 30,000 - 37,000; Full time

Job summary

University Of Florida on Main Campus (Gainesville, FL) seeks a Staff Full-Time Fellowship Program Administrator to manage fellowship operations, budgeting, and conference scheduling. You will coordinate interviews, accreditation activities, travel, and educational symposiums, ensuring compliance with ACGME and institutional requirements.

This role involves cross-functional coordination with the Fellowship Director, Division Administrator, and faculty, handling travel, documentation, and expense

Qualifications

• Two year college degree and one year of relevant experience, or combination of education and relevant experience.
• Knowledge of New Innovations.
• Knowledge of Epic and scheduling systems.
• Knowledge of Workday.

Responsibilities

• Fellowship Program Administration tasks with the Fellowship Director and Assistant Director to meet ACGME and institutional requirements.
• Reconcile quarterly salary distribution reports using New Innovations, VA-provided data, and rotation schedules.
• Prepare for accreditation site visits and program evaluations.
• Coordinate fellowship interviews and arrange Zoom breakout rooms and itineraries for candidates and Core faculty.
• Prepare for and support administrative needs of graduating fellows and incoming class of fellows.
• Maintain division calendar for fellowship meetings and conferences and send weekly reminders.
• Maintain fellowship files and filing documents as directed by leadership.
• Set up fellowship conferences with attendance tracking, food orders, and cleanup.
• Maintain fiscal year consult schedules and budget tracking for faculty and fellows.
• Monitor emails and assist with faxes as needed.
• Create and manage budgets for fellowship-related expenses and monitor spending.
• Coordinate travel arrangements for fellows and Fellowship Directors including flights, hotels, and conference registrations.
• Create travel authorizations and expense reports following required forms.
• Create and schedule quarterly Educational Symposiums with speakers, publicize dates with vendors, and manage registrations and invoices.
• Facilitate event setup and breakdown on event days.
• Query and analyze survey results to suggest changes for future events.
• Coordinate Annual Interviews and prioritize tasks across teams to meet deadlines.
• Serve as liaison to internal and external entities and support clinical and academic needs of faculty.

Education

Two year college degree

Tools

New Innovations

Epic scheduling systems

Workday

Job description

University Of Florida on Main Campus (Gainesville, FL) seeks a Staff Full-Time Fellowship Program Administrator to manage fellowship operations, budgeting, and conference scheduling. You will coordinate interviews, accreditation activities, travel, and educational symposiums, ensuring compliance with ACGME and institutional requirements.

This role involves cross-functional coordination with the Fellowship Director, Division Administrator, and faculty, handling travel, documentation, and expense