Provides comprehensive administrative and coordination support for Heart Failure, Advanced Electrophysiology, and Interventional Cardiology fellowship programs. Responsibilities include managing applicant files, ensuring ACGME compliance, organizing orientations, and handling financial distributions.
Requirements summary
Requires a two-year college degree and one year of relevant experience, or an equivalent combination of education and experience. Proficiency in Microsoft Office and the ability to work under pressure in a busy office environment are preferred.
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
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.
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.
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
Expected Salary
$25.00 - $27.00 per hour
Required Qualifications
Two year college degree and one year of relevant experience, or combination of education and relevant experience.
Preferred Qualifications
College degree preferred.
Proficiency in Word, Excel, PowerPoint, E-mail and Internet
Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
Ability to plan, organize and coordinate work assignments.
Ability to establish and maintain effective working relationships with others.
Ability to function under stressful circumstances.
Knowledge of standard business formats for letters, memos, and manuscripts.
Knowledge of basic office procedures, filing systems, basic math and the ability to perform mathematical calculations.
Ability to communicate effectively both verbally and in writing. Ability to plan, organize and coordinate work assignments.
Ability to work independently.
Strong interpersonal and telephone skills.
Knowledge of ACGME rules and guidelines preferred.
Special Instructions to Applicants
In order to be considered please upload your resume.
This is a time-limited position.
This position is eligible for veterans' preference. If you are claiming veterans' preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See UF’s Veterans' Preference Page for more details.
Application must be submitted by 11
55 p.m. (ET) of the posting end date.
This requisition has been reposted. Previous applicants are still under consideration and need not apply.
Health Assessment Required: No
Market context
Florida cardiovascular fellowship support roles
In Florida, cardiovascular medicine fellowship and residency support roles tend to align with busy academic medical centers and training programs that need organized administrative help. Competition can be strong because candidates are often expected to bring office software proficiency, prior relevant experience, and the ability to stay calm under pressure while supporting trainees, faculty, and scheduling needs. Review the AI-summarized requirements and benefits on this platform to save research time, then tailor your application to show experience with Microsoft Office and fast-paced office coordination.
