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This position serves as the Residency/Fellowship Program Coordinator I for the Department of Neurology. The coordinator is responsible for managing the human resources aspects of clinical fellow appointments, including visa sponsorship and the coordination of fellowship application and interview processes. Additionally, this role oversees and maintains the call schedule within EPIC.
About This Role:
ACGME-Accredited Fellowships
The Department of Neurology currently administers five ACGME-accredited fellowship programs. This position specifically oversees Epilepsy, Clinical Neurophysiology, and Neuromuscular fellowships.
For the currently accredited programs, the coordinator is responsible for collecting and preparing data for fellowship program accreditation visits and reviews; coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; and managing personnel and benefits documentation for current fellows.
The position also includes responsibility for entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean’s Office to ensure accurate reporting of effort for budgetary and compliance purposes.
The coordinator will maintain data within the ACGME WebADS system for the Epilepsy, Neuromuscular Medicine, and Clinical Neurophysiology programs. This includes updating resident and faculty rosters, completing annual surveys, reporting major departmental changes, and ensuring milestone data is submitted biannually in a timely manner. The coordinator also monitors weekly duty hours to ensure compliance with ACGME regulations, ensures each program adheres to ACGME Program Requirements, and reminds faculty and fellows to complete evaluations promptly.
Adjunct Clinical Postdoctoral Associate (Non-ACGME Accredited Fellowships)
The coordinator is responsible for coordinating program calendars, conferences, and lectures; processing exit paperwork for departing fellows; and managing personnel and benefits documentation for current fellows.
The position also includes responsibility for entering payroll distributions for fellows and collaborating with the Senior Accountant and Dean’s Office to ensure accurate reporting of effort for budgetary and compliance purposes.
The coordinator will oversee two United Council for Neurologic Subspecialties (UCNS)-accredited fellowship programs: Behavioral Neurology and Headache Medicine. Because UCNS program standards closely parallel ACGME requirements, the coordinator ensures compliance with regulations regarding work hours, evaluations, and program oversight. These programs also require minor yearly updates for the programs and a more comprehensive review document every five years; the coordinator oversees these reviews & ensures that all relevant is reported.
This position supports three Non-Standard Training (NST) programs with ACGME designation, which allows participation by trainees on J-1 visas. These programs include Movement Disorders, Behavioral Neurology (which also has UCNS accreditation), and ICU-EEG fellowships. The coordinator is responsible for these programs in the ACGME WebADS system as well.
Fellowship Administration and Academic Records
Maintains accurate academic and personnel records for current and former fellows across six fellowship
programs, including both ACGME-accredited and non-accredited fellowships, with a current total of twelve fellows.
Coordinates schedules with fellows and tracks vacation, sick, and educational leave, entering all leave
data into New Innovations as required. Assists fellows with professional and administrative needs,
including medical license renewals, use of educational funds, FMLA documentation, and coordination of
in-service examinations.
Manages fellowship recruitment systems, including ERAS (Electronic Residency Application System),
Thalamus (scheduling software) for the Epilepsy and Clinical Neurophysiology programs, the AANEM
Neuromuscular portal, and the San Francisco Match (SF Match) for the Movement Disorders program.
Responds to initial applicant inquiries, collaborates with Program Directors to schedule interviews and
itineraries and prepares and distributes applicant packets.
Coordinates all onboarding activities by collecting required hiring and training license documentation for
the GME Office, entering hie information into the UF Human Resources portal, and arranging orientation
and training for incoming fellows. Ensures fellows receive UF/Shands identification cards, lab coats, and
other necessary materials to support a smooth transition into the program.
On Call Schedule Management
This position is responsible for maintaining and updating the monthly on-call schedule in EPIC for all
Neurology services. The schedule ensures that clinical staff have accurate, up-to-date information
regarding on-call providers and their contact details for each shift. The incumbent must promptly update
the schedule to reflect any changes, such as shift swaps or provider absences, to ensure seamless
clinical coverage and communication.
Lecture Scheduling and Data Management
Utilizes the lecture template and speaker list provided by the Fellowship Director to ensure all scheduled lectures are accurately entered and updated in New Innovations.
We Offer Exceptional Benefits
- Low-cost State Health Plans: Medical, Dental, and Vision Insurance
- Life and Disability Insurance
- Generous Retirement Options to secure your future
- Comprehensive Paid Time Off Package including over 10 paid holidays, as well as paid family, sick and vacation leave
- Exceptional Personal and Professional Development Opportunities: Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
- Tuition Assistance through the UF Employee Education Program
- Public Service Loan Forgiveness (PSLF) Eligible Employer
Learn more about what we have to offer here!
About the City of Gainesville
Home to the University of Florida, one of the nation's top public universities, Gainesville offers vibrant academic and healthcare communities alongside an affordable cost of living, no state income tax, and mild winters. Enjoy the outdoors with over 30 miles of bike trails, freshwater springs, and numerous water activities, plus easy access to beaches and world-class theme parks.
Gainesville combines historic charm with modern amenities, including a great school system, a lively downtown, farmers' markets and craft breweries. Discover professional growth and quality of life in Gainesville—where community, innovation, and work-life balance meet!
For more information, check out: The Guide to Greater Gainesville and Explore Gainesville in 60 seconds
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