Job ID27295
LocationUSF Health
Full/Part TimeFull-Time
Regular/TemporaryRegular
Position Details
Dept. Number/Name: 0-6101-006 / Graduate Medical Education
College Division: USF Health-Morsani College of Medicine
Salary Plan: Staff Time-Limited
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $32,000-$41,000
Position Number: 00027295
ORGANIZATIONAL SUMMARY:
The Graduate Medical Education (GME) Program of the University of South Florida endeavors to provide an ideal environment for the acquisition of the knowledge, skills and attitudes necessary for its graduates to achieve the highest levels of professional and personal accomplishment and to safeguard the public trust. The University of South Florida’s Medical Education is accredited by the Accreditation Council for Graduate Medical Education (ACGME). The Department of GME encompasses employees, residents and fellows, and affiliate hospitals.
POSITION SUMMARY:
The Administrative Specialist in Graduate Medical Education will provide backup support to input resident data into the New Innovations Residency Management System and assist in the resident onboarding and orientation process. The Administrative Specialist in GME will ensure that files for terminating residents and fellows contain required documentation, i.e., diplomas, curriculum vitae, National Institutional Ranking Framework (NRIFs), etc.
RESPONSIBILITIES:
- This position is responsible for coordinating, prioritizing and performing confidential administrative support services for the GME Director, GME Assistant Director, and the GME team including planning, arranging, and ensuring the completion of logistics for recurring meetings of the Education Coordinators and Graduate Medical Education Committee (GMEC) subcommittees, including securing meeting rooms, scheduling guests, arranging audiovisual/teleconference equipment, circulating committee materials, confirming attendees, and other tasks as required.
- Maintain hard copy and electronic filing system, including maintaining and archiving of hard copy files. Ensure that files for terminating residents and fellows contain required documentation (diplomas, CVs, NRIFs, etc.)
- Perform a variety of complex writing and reporting tasks in support of the GME Director. Independently research and draft correspondence, and communication materials.
- Manage special projects as delegated by the Director and Assistant Director on an ongoing basis, such as:
– Aid in the production of the GME Annual Report.
– Provide back-up support to input resident data in New Innovations as needed.
– Assist in onboarding of residents as needed
- Communicate event information to targeted audiences including program directors and other faculty, education coordinators, residents and fellows.
- Collaborate with GME leadership in the planning and logistics of resident orientation and other events as needed.
- Generate name tags, name tents and handouts/packets for meetings and events.
- Assist with the Director’s calendar, setting up meetings as requested, responding to external meeting requests, and working with colleagues to ensure accurate scheduling and meeting logistics.
- Screen and respond to mail, email and phone calls based upon knowledge of the GME leadership’s views and priorities, including drafting responses to issues identified.
– Answer telephones and provide information to callers, take messages, and/or transfer calls to appropriate staff member.
- Prepare attendance reports and related correspondence for applicable events
- Sort and distribute USPS/UPS/FedEx/etc. mail and packages; Perform general clerical duties to include, but not limited to: photocopying, faxing, mailing, and filing.
POSITION QUALIFICATIONS:
MINIMUM:
- This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position.
- Additional education may not be substituted for this experience requirement.
PREFERRED:
- Knowledge of/experience with New Innovations Residency Management software.
- Bachelors degree or higher.
- Graduate Medical Education experience.
Are you interested in clinical job opportunities with the USF Health Care working for University Medical Service Association, Inc. (UMSA)? Visit https://usfpgcareersource.health.usf.edu/ for more information.
USF Health
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 27295
Posting Date: 5/21/2021
Posting End Date: 5/28/2021
How to Claim Veteran’s Preference:
This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University’s Title IX Coordinator.
Work Location
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About USF
The University of South Florida System is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report’s national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state’s 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
