Res/Fellowship Program Crd II - Dept. of Surgery

University of Florida; Gainesville (FL); On-site; USD 56,000 - 61,000; Full time

Job summary

The University of Florida is seeking a Res/Fellowship Program Coordinator II for the Department of Surgery's residency and fellowship programs on the Main Campus in Gainesville, FL. The role supports leadership in meeting ACGME requirements and manages academic records, rotation schedules, and educational activities.

Responsibilities include onboarding new residents, coordinating conferences, and preparing materials for board exams and graduations, with emphasis on program compliance and staff

Qualifications

• Bachelor's degree and three years of experience coordinating educational programs, residency/fellowship programs.
• Experience maintaining academic records and coordinating ACGME requirements.
• Strong administrative, communication, and scheduling skills.

Responsibilities

• Coordinate resident/fellow scheduling and educational conferences.
• Maintain resident records and progress toward milestones.
• Prepare documentation for board certification exams and graduations.
• Assist with onboarding, recruitment, and competency assessments.

Skills

Educational program coordination

Residency/fellowship program coor.

Administrative communication

Education

Bachelor's degree

Tools

New Innovations

Job description

Res/Fellowship Program Crd II - Dept. of Surgery

Job No: 541575

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

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

Department: 29140401 - MD-SURGERY-RESIDENCY PROGRAM

Job Description

Classification Title: Res/Fellowship Program Crd II

Classification Minimum 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.

This position supports the Program Director, Assistant Director of Education, and the Assistant Program Director in the management and direction of all surgery education programs within the Department. Construct and maintain methods for meeting ACGME training requirements for all accredited residency program.

Duties include:

Responsible for the overall management and administration of the Thoracic and Cardiovascular and Vascular Residencies and Fellowship Programs, Medical Student Courses, Education and Assessment Responsibilities for the Department of Surgery. Leads the preparation for ACGME requirements for the residency program and assists the Program Director and Associate Program Director in their efforts to meet these goals. Maintain accurate and thorough academic records on all trainees, past and present. In collaboration with the Program Directors and, monitor and document resident progress toward meeting their program-specific milestones using New Innovations and other methods of evaluation and assessment. Prepare and distribute all requisite materials for monitoring and reporting on resident progress and faculty teaching efforts. In collaboration with the Program Directors and, develop educational materials and classroom/laboratory needs to ensure effective educational sessions. In collaboration with the Program Directors and, construct and monitor effective methods of assessment of resident proficiency. Construct and maintain methods for improving the educational value of departmental training programs. Improve the use of information technology for educational purposes within the department, including educational web pages for training programs. Update educational goals and learning objectives and track educational activities of departmental training programs. Coordinate resident/fellow/ clinical rotation schedule and educational conferences, and track attendance. Assist residents/fellows/ with their other training and educational needs, when appropriate.

Maintain inventory of skills lab supplies. Secure and distribute supplies for housestaff and students as needed. Coordinate schedules, distribute and collect evaluations, and maintain attendance records for CME-awarding regularly scheduled conference series. Prepares all documentation for the graduating residents including all documentation for board certification exams, graduation diplomas, and summative evaluations at the completion of training. Coordinates and plans all ACGME required meetings including the Clinical Competency Committee and Program Evaluation Committee. Schedules regular meetings with PDs, APDs and residents/fellows for check-ins throughout the academic year. Creates and submits all required documentation on an annual, semi-annual or monthly basis to the Graduate Medical Education office for two fellowships and one integrated residency program. Is a key contributor in the developing of the yearly resident rotation schedule and receiving time off requests from residents throughout the academic year. Holds the responsibility of maintaining accuraterecords of these for board qualifications at residency completion. In addition to the ACGME required programs that this position manages, is also responsible for the coordination of two non-ACGME programs. Is responsible for the Global health rotation in the General Surgery program. Helps set up the travel, reimbursements, and submits required documentation to the ACGME and ABS for approval for each rotation.

Technical Management of Programs, Including Recruitment and Onboarding Ability to organize and prepare accurate documentation of program compliance with ACGME defined program requirements, provide assistance in preparing ACGME annual updates, and provide progress reports when necessary. Preparation and execution of ACGME self-study and site visits. Working closely with the Assistant Director of Education and the Graduate Medical Education office this position is responsible for gathering all required documents requested by the ACGME and is in attendance of site visits as they occur. Must be knowledgeable of rules and regulations on house staff leave, and maintain accurate records of resident leave and hours on duty. Develops and implements educational initiatives for residents. Provides recommendations for enhancements. Perform all residency match responsibilities and correspond with all new incoming residents and fellows in ERAS and NRMP. Develop, organize and coordinate the onboarding agenda including all house staff- required training for all incoming residents and fellows with the Chief Resident and Program Director. Works closely with department administration to prepare resident personnel appointments including new, reappointments, and terminations. Maintain individual files for new and former residents/fellows. Prepares orientation packets for all new residents. Research and complete of verification of training forms. Is responsible for the onboarding and hiring of all incoming residents/fellows for the 5 assigned programs each year. This includes collecting all documentation for hire, assisting with getting medical licenses and assisting COM HR with the hire packets

Administrative Customer service: respond to all inquiries via email or phone regarding the surgery residency programs. Process appointments for new residents/fellows, as needed. Is responsibility for administering all required exams for the three assigned ACGME programs. Assists with the VA reporting cycle quarterly and submits all required documents to COM HR and the VA personnel. Provide supervision to the student assistant and/or Health Education intern. Approve and proof correspondence for the Program Directors and the Assistant Director of Education. Prepare travel and reimbursements for residency-related travel and surgery education expenses. Is responsible for maintaining the attendance reports, yearly schedule and required documentation from the CME office for our biweekly Morbidity and Mortality conference. Assists with the Surgery Grand Rounds attendance and CME application. Assists the Assistant Director of Education in the hiring and recruitment process for new residency/fellowship coordinators on the education staff. Reviews applications and assists with the setting up of interviews for applicants to meet with the education office staff, PDs and Vice Chair for Education. Assists the Assistant Director of Education with the training of new residency/fellowship program coordinators in areas such as New Innovations, ACGME, GME, AAMC, ERAS, NRMP, and any other platforms we utilize. Works closely with the Assistant Director of Education on developing team workshops and planning events and trainings. Assists other coordinators and the education office with financial reimbursements, purchases and reconciliations for the budget. When the Assistant Director of Education is out of the office, this position is responsible for fielding any questions or issues that arise in the education staff or within the residency/fellowship programs

Other Duties as Assigned Responsible for planning annual events for the Department, including but not limited to, the faculty and resident softball game, chief resident dinner, the educational retreat. Any other duties, as needed, to fulfill the mission and to abide by the values of the College of Medicine.

Expected Salary: $56,000 - $61,000

Required Qualifications: 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.

Preferred:None

Health Assessment Required:No

Applications Close:

11 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.