| Job Description: |
This position provides administrative support to faculty and staff of the UF College of Medicine – Jacksonville Center for Medical Education Research and Scholarship (CREATORS), the UF College of Medicine Office of Medical Education Research, Scholarship & Faculty Development (OMERSFD), and the UF College of Medicine – Jacksonville Office of Educational Affairs (UFCOMJ OEA). This position is responsible for supporting the design, development, implementation, evaluation and continuous improvement of educational programs grounded in evidence-based teaching and learning practices within the context of medical education research and scholarship (MedEd R/S) across the medical education spectrum.
ESSENTIAL FUNCTIONS:
Medical Education Research and Scholarship Training Coordination
Serves as primary coordinator for the planning, implementation, and evaluation of all in-person/face-to-face training programs including faculty development workshops, bootcamps, and longitudinal academy activities hosted by CREATORS, OMERSFD, or combined programming. Critical tasks for this position:
- Assist in designing and implementing the structure, curriculum, and schedule for the in‑person Medical Education Research & Scholarship Intensive course.
- Collaborate with course faculty to determine learning objectives, research competencies, and expected participant outcomes.
- Develop participant materials such as handbooks, templates, guides, agendas, checklists, and resource packets.
- Coordinate development of educational content, including presentations, workshops, small‑group activities, and hands‑on research training sessions.
- Develop communication plans, promotional materials, and interest‑based survey tools.
- Serve as the primary point of contact for participants before, during, and after the intensive.
- Coordinate all logistics for the in‑person event, including room scheduling, A/V needs, catering (if applicable), supply ordering, and technology requirements.
- Develop and maintain the course schedule, session agenda, and facilitator assignments in Canvas.
- Manage registration processes and participant confirmations.
- Ensure all course documents and research materials are accessible, organized, and compliant with UF standards (including ADA Title II).
- Collaborate with faculty presenters, workshop leaders, and research coaches to ensure consistency and alignment of educational content.
- Prepare faculty facilitators by distributing agendas, materials, and session expectations.
- Provide on‑site support during the course, ensuring smooth transitions between sessions and troubleshooting needs.
- Develop tools to track participant engagement, research project milestones, and program metrics.
- Collect and analyze participant feedback, pre/post surveys, and needs assessments.
- Produce summary reports for leadership on program outcomes, impact, and opportunities for expansion.
- Maintain organized records for accreditation, institutional reporting, and longitudinal project tracking.
- Processing CME applications, speaker documentation, and corresponding post-CME reports.
- Coordinate speaker recordings with academic media rooms on both campuses to help build the medical education research and scholarship educational development certificate, a’ la carte sessions, and other applicable training programs.
Serves as primary coordinator for the planning, implementation, and evaluation of the UFCOM/UFCOMJ Mentoring Program and Coaching Program. This position will:
- Design, implement, and manage a comprehensive mentoring and coaching program for faculty in the Medical Education Research and Scholarship Intensive course.
- Assist program leaders with developing a structured mentoring framework, including program goals, mentor/mentee expectations, and defined outcomes.
- Assist program leaders with developing and delivering training sessions or workshops for mentors and & mentees on communication skills, coaching strategies, professional development, and best practices in academic medicine.
- Develop meeting agendas, discussion templates, progress-tracking tools, and reflection prompts.
- Create recruitment strategies to attract, engage, and retain qualified faculty mentors from diverse specialties.
- Develop mentor and mentee onboarding materials, including guides, training modules, and orientation resources in collaboration with program leaders.
- Schedule, coordinate, and communicate global mentoring meetings for both campuses.
- Implement a system to track mentoring participation, meeting frequency, skill development, and program outcomes.
- Maintain accurate records of mentor/mentee engagements, program metrics, and feedback cycles.
- Develop program evaluation tools (surveys, focus groups, needs assessments) to measure effectiveness and satisfaction.
- Use data-driven insights to refine mentoring structures and provide recommendations for program enhancements.
Serves as primary point of contact for the marketing, enrollment, and tracking of the Educational Development Certificates (EdDev cert) for both the Jacksonville and Gainesville campuses. This position will:
- Market current EdDev cert opportunities to non-registered UFCOM and UFCOMJ faculty.
- Assist UFCOM and UFCOMJ faculty (and courtesy faculty) with signing up for an EdDev cert in the UFCOMJ Medical Education Faculty Development portal (MedEd Portal).
- Track and communicate with current faculty pursuing an EdDev cert within the MedEd portal.
Works collaboratively with faculty and staff from both offices as a primary backup in support of the planning, implementation, and evaluation of virtual faculty development programming such as 1-hour sessions, certificate offerings, microlearning, and other educational and scholarship initiatives related to work of CREATORS and OMERSFD. Responsibilities include serving as backup for:
- The development, organization, and dissemination of educational and/or faculty development materials in appropriate ADA-compliant formats for diverse audiences, including residents, fellows, faculty, and interprofessional partners.
- Research into external instructors or training opportunities and makes recommendations to faculty lead.
- Set up and delivery of training programs.
- The creation of ADA-compliant marketing materials: emails, flyers, web-content, approved social media.
- Process CME applications, speaker documentation, and corresponding post-CME reports.
- Communicate with speakers, facilitators, logistical affiliates for planning and day-of events (as needed).
- The evaluation process as well as the preparation of data-informed reports and recommendations to support continuous improvement and accreditation-related needs.
Remains current on all medical education offerings being conducted on both campuses, including faculty development programs, teaching academies, workshops, and symposia, with working knowledge of program scopes, learning objectives, timelines, materials, and evaluation strategies.
Testing Facilitation
Serves as the Chief Proctor (CP) for NBME test administration for third and fourth-year medical students learning under the new regional medical campus designation for the UF College of Medicine – Jacksonville. This position will:
- Order/plan test administration.
- Ensure that related pre- and post-test activities have been completed.
- Become oriented to the NBME proctoring software and technical requirements for proper exam delivery .
- Arrange physical arrangements for the computerized exam that create a positive, secure working environment in which examinees can feel comfortable and do their best work.
- Conduct the exam in strict compliance with the procedures outlined in the CP’s Manual.
- Recruit one proctor for every 20 to 25 examinees expected in each testing room, plus additional staff to relieve proctors, if necessary.
- Start the test session, monitoring the progress of examinees, ending the test session, confirming the examinee group for scoring, and filing an electronic Report of Test Administration.
- Communicate with and report out to the UFCOMJ OEA on student testing status.
Administrative Duties
Maintains ADA-compliant electronic educational and informational access points for CREATORS and OMERSFD.
This includes, but is not limited to:
- The UFCOMJ Medical Education Faculty Development portal.
- The CREATORS and OMERSFD websites.
- Any other learning management systems (e.g., Canvas) utilized by either CREATORS or OMERSFD.
- Serving as a primary reviewer for ADA-compliance across print and electronic educational materials and access points for work performed by both offices.
Communicates with UFCOM/UFCOMJ faculty, staff, and trainees through email regarding upcoming educational opportunities, including assisting with the development and dissemination of newsletters for both campus offices.
Collaborative Team Support
- Collaborates with internal and external partners across the College of Medicine, affiliated clinical training sites, and other Health Science colleges.
- May represent CREATORS, OMERSFD at meetings, workshops, and professional development events.
- Contribute to the development and refinement of policies, procedures, and standards related to instructional design, educational delivery, and faculty development programming.
- Contribute to the development or refinement of curriculum, learning strategies, and educational technologies.
- Participates in meetings, organizational development initiatives, strategic planning efforts, and continuous improvement activities.
- Completes other duties as assigned.
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| Preferred: |
Master’s degree in education, public health, or similar field and one year of relevant experience; or an equivalent combination of education and experience.
Preferred candidates will demonstrate strong written and oral communication skills and the ability to collaborate effectively with faculty, staff, and trainees in a medical education environment. A strong understanding of teaching and learning principles, instructional design, faculty development, program development, and evaluation methodologies is expected.
Proficiency in Word, Excel, and programs such as Google Forms and Qualtrics is expected. Experience with educational technologies and online learning environments (e.g., learning management systems, virtual learning tools) is preferred. Proficiency with graphic design and multimedia tools such as InDesign, Photoshop, Illustrator, Canva, and/or video editing software is highly advantageous, as is experience using social media or digital communication tools to support educational outreach and faculty engagement. Familiarity with UME and
GME accreditation expectations, competency-based medical education, and/or educational scholarship is
also strongly desired.
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