Administrative Assistant II (TEMP)

Unleash YOUR Potential With Us

As a next-generation public research institute and Forbes-ranked top employer in Florida, we are an inclusive community of thinkers, doers, creators, innovators, healers, and leaders striving to shape the future and solve the world’s most challenging problems. No matter what your role is, when you join Knight Nation, you’ll play an integral role in pushing us forward to become among the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with uniquely talented faculty, staff, and students across 13 colleges and multiple campuses and regional locations. That means greater challenges to tackle, more meaningful opportunities to grow, and rewarding experiences that go beyond a paycheck. We’re seeking qualified, motivated individuals who will help UCF fulfill its mission in unleashing the potential of every individual, enriching the human experience through inclusion, discovery, and innovation; and propelling broad-based prosperity for the many communities we serve.

Graduate Medical Education:

The mission of University of Central Florida/HCA Florida Healthcare GME Consortium is to educate, train and inspire our trainees to become exemplary physicians who are focused on high quality patient-centered healthcare within a framework that meets or exceeds accreditation requirements. We aim to provide a structured learning environment that:

• Creates a climate of clinical inquiry between trainees and faculty.

• Enhances quality of care and patient lives through the application of medical advances and innovation.

• Recruits and retains high-qualified and diverse health care professionals and educators.

The Opportunity:

This position will provide administrative support to the UCF COM Graduate Medical Education (GME) Program/Department, to include off-site program directors, program coordinators, medical residents, and clinical fellows at our 35+ programs across the state, from Kissimmee to Pensacola. This position will report to the Associate Director and may receive direction of Associate Dean of GME or Coordinator. This position will provide assistance to staff with major projects as needed. May be requested to work overtime in support of special events or during peak academic times of the year. May also provide vendor oversight. This is a temporary OPS position with potential to become permanent.

Responsibilities:

Office Management:

• Provides overall support to GME team.

• Takes and oversees inventory of office supplies and order supplies/equipment as needed.

• Assists in the setup before and clean up after meetings and events.

• Reserves meeting space with the utilization of Astra scheduling system space for GME department as well as external partners as needed at COM for testing, meetings, and other events; fulfilling room requests & meeting setups to include scheduling and sending out meeting invites.

• Completes filing and other administrative tasks.

• Works with COM Volunteer faculty team to confirm, facilitate, & fulfill faculty affiliations for UCF appointments and answers questions.

• Assists with maintenance and updating GME website to include weekly assessments to check for any broken or milling URL links.

• Updates and maintains all resource files for programs in new innovations residency software system.

• Serves as UCF point of contact for program coordinators and physician learners at our GME programs across the state to include reconciling leave, purchasing, travel, UCF policy guidelines, UCF & GME processes, GME faculty & employee badge distribution, coordinating rooms reservations, IT support during in-training exams, and other events.

• Acts as liaison between external partners and UCF COM event and facilities teams.

• Processes GME faculty badge requests.

Administrative :

• Creates, disburses, tracks, and collates annual UCF/HCA faculty and physician learner internal surveys.

• Revises surveys as needed.

• Records and takes monthly meeting minutes for GME-related meetings.

• Assists with all aspects of the Resident Advisory Council.

• Assists with jury duty letter requests.

• Identifies when a new PLA, Qualtrics survey (such as of ACGME participating site requests), or a concern card has been completed and submitted for further action.

• Maintains program letters of agreement (PLAs) document management for consortium.

• Tracks and disseminates Anonymous GME Concerns received via QRE code.

• Regularly updates consortium contact list to disseminate consortium wide.

• Maintains all aspects of malpractice coverage for medical residents via SIP portal to include terminations, verifications, and new requests for all GME programs.

• Assists with tracking licensing applications for incoming and renewing physician learners.

• Responsible for assisting with the verification, coordination, and distribution of graduation and completion certificates for all programs.

• Assists with all aspects of institutional accreditation, to include preparing reporting and resource documents.

• Creates and maintains all UCF GME user forms.

• Assists with tracking, updates, and archives GME policies on website and within internal records.

• Maintains policy document control.

• Prepares notebooks and materials for all accreditation site visits attended by GME staff.

• Assists with updating institutional dashboards for all sites.

• Assists with adding and deleting of participation sites in ACGME ADS database as needed.

Assisting HR & Finance with GME:
 

• Process and certify department’s payroll to aid HR.

• May assist in preparing travel requisitions, travel processing, payments processing, and purchase processing for physician learners and GME department.

• Processes local travel and continuing medical education for GME staff.

• Assists with processing reimbursements and stipends for physician learners.

• Assists with coordination of professional and scholarly travel for residents.

• Runs reports as needed from New Innovations as it pertains to physician learner duty hours, leave, budgeting needs. Works with COM HR to recommend and initiate improvement processes for payroll, travel and leave procedures consortium-wide.

• May assist GME department and COM finance to assist with annual budget review.

Annual and Miscellaneous:

• Completes required university and COM trainings such as FERPA and HIPAA.

• Aids in coordination efforts and smooth transitions as we increase to other hospital sties in Florida and expand consortium.

• Assists GME and HR with annual onboarding and offboarding tasks, including travel to hospital sites.

• Assists in planning, organizing, coordinating, and moderating annual GME orientation of incoming physician learners to include recruiting and scheduling guest speakers, setting up zoom meeting, creating agenda, and communicating information to coordinators and GME leadership.

• Assists in coordinating events such as graduation, award ceremonies, orientation, and administrative events if needed, to include ordering decorations, creating program certificates, awards, catering and scheduling.

• Updates and maintains ACGME ADS as needed.

• Assists with monitoring ERAS system as needed.

• Assists with overall institutional oversight of programs.

• Other duties as assigned.

Process Improvement:

• Recommends and initiates improvement processes for payroll, travel, and leave procedures, consortium wide. Provides input auxiliary/operations budget, program-level, and foundation accounts.

• Assists in annual projections.

• Assists in onboarding/hiring of our incoming physician learners each year between March and July.

• Recommends and initiates improvement processes for onboarding and orientation, streamlining I9 verification and orientation day checking.

Minimum Qualifications:

High school diploma or equivalent and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219(6) . 

Preferred Qualifications:

• Experience working in graduate, undergraduate, or continuing medical education in a higher education institution.

• Excellent customer service.

• Strong interpersonal and interactive skills.

• Attention to detail, high level of accuracy, and organizational skills.

• New Innovations and education management software experience as well as Microsoft Office, Zoom, and WebEx.

• Works well under pressure.

• Adaptable to changing needs and can meet deadlines.

• Ability to follow written and/or oral directions.

• Able to type and perform clerical tasks.

Special Instructions to Applicants:

• In addition to your application please submit a cover letter and resume.

• Hybrid work schedule or remote work within the state of Florida may be considered.

Are Benefits Important to You?

State Benefits eligibility for OPS employees are subject to criteria established by the State of Florida. The state’s benefits administrator, People First, determines eligibility and coordinates enrollment. If this position becomes eligible for state benefits the employee will be notified directly by People First.  OPS positions are not entitled to paid time off. 

Who Are We?

Founded in 1963 to fuel the region’s talent pipeline and support the growing U.S. space program, UCF is built to make a better future for our students and society. It’s one of the reasons U.S. News & World Report ranks UCF among the nation’s top 20 most innovative colleges, while Forbes, Kiplinger, and The Princeton Review rank us a best-value university. UCF is one of 14 universities nationwide designated as both a Hispanic-Serving Institution and a Research 1 university. With 13 colleges, including a fully accredited College of Medicine, UCF offers more than 220-degree programs between its main campus, downtown campus, hospitality campus, academic health sciences campus, and 11 UCF Connect centers located throughout the region. In addition, UCF extends its reach to communities in and beyond Central Florida by offering complete, online programs leading to bachelor's degrees, master's degrees, Ph.D.'s., certificates, and more.

Unless explicitly stated on the job posting, it is UCF’s expectation that an employee of UCF will reside in Florida as of the date the employment begins.

Department

College of Medicine (COM) - Graduate Medical Education - Operations - OPS

Hours of Work

Full time

Work Schedule

Monday-Friday; 8:00 am- 5 pm

Type of Appointment

Fixed Term (Fixed Term)

Hourly Rate

$17.64 to Negotiable

Job Posting End Date

02-07-2024-12-00-AM

Benefits Eligibility

State Benefits eligibility for OPS employees are subject to criteria established by the State of Florida. The state’s benefits administrator, People First, determines eligibility and coordinates enrollment. If this position becomes eligible for state benefits the employee will be notified directly by People First.  OPS positions are not entitled to paid time off.  

Equal Employment Opportunity Statement:

The University of Central Florida is an Equal Opportunity/Affirmative Action Employer including Disabled/Vets.  Click on UCF's Equal Opportunity Statement to view the President’s Statement.

The UCF affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office of Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.

As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request. 

The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.