Res/Fellowship Prog Assistant

University of Florida; Gainesville (FL); On-site; USD 30,000 - 37,000; Full time

Job summary

The University of Florida on Main Campus in Gainesville, FL is seeking a Res/Fellowship Program Assistant to support fellowship administration and conference scheduling within the Department of Medicine. This full-time role focuses on ensuring program elements meet ACGME and institutional requirements.

You will coordinate interviews, manage budgets, prepare for travel, and assist with educational symposiums, ensuring compliance with department standards.

Qualifications

• Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Responsibilities

• Work with Fellowship Director and Assistant Director to ensure documents, schedules and other key elements meet institutional requirements.
• Reconcile quarterly salary distribution reports using provided data and rotation schedule.
• 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 graduates and incoming fellows.
• Maintain division calendar for fellowship meetings and conferences and send invites.
• Set up all fellowship conferences, including attendance, meals, and space cleanup.
• Monitor emails and assist with faxes as needed.
• Manage division accounts for fellowship expenses and create budget tracking spreadsheets.
• Prepare annual fellowship budget and coordinate travel arrangements for fellows and directors.
• Create travel authorizations and expense reports and complete required forms.
• Coordinate Educational Symposiums and publicize event dates with vendors.
• Process invoices, generate PO's, and manage registration documents.

Education

Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Tools

New Innovations

Epic scheduling systems

Workday

Job description

Res/Fellowship Prog Assistant

Job No: 541636

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Education/Training/Instructional Design, Office/Administrative/Fiscal Support, Health Care Administration/Support

Department: 29050300 - MD-RHEUMATOLOGY

Job Description

Classification Title: Res/Fellowship Prog Assistant

Classification Minimum Requirements: Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Fellowship Program Administration

1. Work with Fellowship Director and Assistant Director to ensure documents, schedules and other key elements meet the ACGME and other institutional requirements for the program.
2. Reconcile quarterly salary distribution reports, using New Innovations, VA- provided data and rotation schedule.
3. Prepare for any/all accreditation site visits and program evaluations.
4. Coordinate fellowship interviews and arrange zoom breakout rooms and itineraries for candidates and Core faculty.
5. Prepare for and support the administrative needs of the graduating fellows and the incoming class of fellows.

Conference Scheduling and Academic Support

1. Maintain division calendar for fellowship meetings and conferences. Send out calendar invites from division team inbox as needed and send out weekly remainder emails to faculty and fellows for meetings and conferences.
2. Maintain fellowship files and filing documents as directed by the Fellowship Director and Division Administrator.
3. Set up all fellowship conferences, including attendance taking, order food, cleaning up space.
4. Maintain fiscal year consult schedules for faculty and fellows. Work with the Division Administrator to create faculty consult schedule and work with the Fellowship Program Director to create the fellows' rotation schedule.
5. Monitor emails in the division administration team inbox and assist with faxes as needed.

Account Management and Reporting

1. Work with the Division Administrator to manage Division accounts for fellowship related expenses. Create budget tracking spreadsheets for faculty/fellows, monitor spending and ensure that expenses are tracked and all purchases are within budget.
2. Prepare annual fellowship budget identifying new programmatic needs and expenses. Review with the Division Administrator.
3. Coordinators travel arrangements for fellows and Fellowship Directors, including but not limited to scheduling flights, making hotel reservations, registration for conferences.
4. Creates travel authorizations and expense reports for all fellows and Fellowship Directors. Will also complete all required template/forms required by the Department of Medicine for travel.

Educational Symposium Coordination

1. Work with the Division Administrator and Fellowship Director create then schedule quarterly Educational Symposiums, including speaker presentations.
2. Publicize event dates with vendors, create and maintain registration documents, generate PO’s and process invoices with suppliers.
3. Facilitate set up, break down and other logistics for on the day of events.
4. Query, compile and analyze survey results, and use them to suggest/ implement changes in future events.

Other Divisional Responsibilities

1. Assist with coordination of Annual Interviews.
2. Prioritize assignments and messages based on urgency or deadlines and work cooperatively with other Division, Department and University staff to ensure all assignments are completed in a timely manner and meet or exceed the standards for quality and performance.
3. Serve as liaison to multiple internal and external entities.
4. Work closely with Division staff to ensure that all faculty are supporting their clinical and academic needs. Provides direct back up support when absences occur in the administration office.
5. Adheres to all office policies, procedures, and protocols established by the Division.
6. Other duties as assigned by the Division Administrator.

Health Assessment Required:No

Expected Salary: $22.00 - $27.00/hr

Required Qualifications: Two year college degree and one year of relevant experience, or combination of education and relevant experience.

Preferred

• Knowledge of New Innovations.
• Knowledge of Epic and scheduling systems.
• Knowledge of Workday.

Applications Close: 19 October 2026

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.