Specialist, Internal Medicine Residency Program - Florida Atlantic University

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Position Summary:


Florida Atlantic University is seeking a Specialist, Internal Medicine Residency Program, Boca Regional Hospital - Boca Raton, FL.




With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, FAU is pushing the boundaries of higher education. Florida Atlantic's faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art, and technology in all disciplines. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes.








Summary of Responsibilities:




The Specialist position provides academic administrative support to FAU College of Medicine's Internal Medicine Residency Program office and the Internal Medicine Residency Program Director, the Internal Medicine Residency Manager, and the Department of Medicine Chair.

+ Prepare documents and reports for various agencies and compose confidential, complex, and substantive program correspondence.

+ Maintains confidential files/records of current residents and graduates. Assist in the preparation of letters of recommendation for graduates. Coordinate credentialing requests.

+ Execute data management and reporting tasks as directed by the GME Administrator and DIO, as well as various other agencies, organizations, and groups.

+ Monitor resident schedules for compliance with ACGME requirements, bringing scheduling discrepancies to the attention of all affected parties for correction.

+ Review work to ensure all programmatic functions are within guidelines and regulations; complete standard reports and forms for submittal; keep office personnel informed of changes in regulations or policies.

+ Prepare annual program agreements with participating institutions. Manage electronic information systems related to collecting and storing program data, generating reports and documentation to include ACGME Web ADS, American Board of Internal Medicine tracking, ERAS, NRMP, and GME Track/National GME Census and the program website, ensuring accurate program and trainee data is reflected.

+ Create and coordinate appropriate evaluations for the IM programs, faculty, and trainees. Track and alert the program manager to any evaluations of concern.

+ Assist with the arrangement and staffing of all educational meetings, faculty meetings and conferences related to the residency and fellowship programs (i.e. Clinical Competency Committee meetings, Program Evaluation Committee meetings) including preparation of reports, agendas, program handouts, attendance sheets, and preparation of minutes.

+ Assist with organizing activities that pertain to the training programs including, seminars, in-service exams, and special events.

+ Maintain the rotation schedules in the AMION computer systems.

+ Develop and maintain record-keeping systems including faculty database and confidential program and resident records.

+ Assist with preparing routine reports on the trainees and training programs required for accrediting and monitoring agencies.

+ Work closely with the Graduate Medical Education Office to assist with the recruitment and onboarding process, including utilization of appropriate applications, scheduling and onboarding management software programs, and credentialing processes.

+ Assist the Chair of Emergency in strategically planning, coordinating, and overseeing daily administrative operations, projects, and related administrative activities.

+ Coordinate and facilitate effective and timely communication between the Chair and important constituents, including faculty, students, University leadership, faculty administrators, staff, and external partners.

+ Coordinate meetings and manage the Chair’s calendar.

+ Schedule travel arrangements for the Chair, faculty members, and department visitors.

+ Facilitate annual evaluations and related meetings for all direct reports to the Chair.

+ Assist the Chair with resolving issues and ensure that established deadlines are met.

+ Maintain essential records and personnel files for the Department of EM.

+ Attends meetings on behalf of the Chair as directed by the Chair.

+ Represent the Department of Medicine in a professional and collegial manner that fosters and maintains a collaborative, engaging, and positive work environment.

+ Assist with the administrative component of grant application processes, ensuring timely submission of grant proposals, letters of intent, and required documentation.

+ Collaborate with internal departments, including Finance and Research, to ensure proper management of department and grant finances and adherence to institutional policies.

+ Perform other administrative duties as required to support the effective functioning of the Department of Medicine.

+ Perform other related duties and complete projects as assigned by the Program Director, Program Manager or DIO.






The College of Medicine at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to engaging communities underrepresented in higher education. Florida Atlantic University is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the diverse internal and external communities that it serves.




FAU Benefits and Perks:



If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks ! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

+ Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

+ State retirement options including tax-deferred annuities and Roth 403(b) plans.

+ State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

+ Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php

+ Sick Leave Pool Program

+ Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).

+ Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf

+ Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).






For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php






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Minimum Qualifications:

Bachelor’s degree from an accredited institution and two (2) years of progressively responsible administrative experience; or a high school diploma or equivalent and five (5) years of progressively responsible administrative experience appropriate experience required.




Preferred Skills/Qualifications:


Bachelor’s degree and graduate medical education experience.


Demonstrated high level of professionalism and dependability which includes but is not limited to the following: ability to work independently; work under pressure; adjust to constant change; exercise independent judgement; manage multiple professional relationships and priorities; plan and organize work efficiently and accurately; communicate efficiently and in a professional manner with all levels and maintain a high level of confidentiality; and the ability to adapt to a growing department with changing requirements.


Ability to establish and maintain excellent working relationships and to work well as part of a team.


Ability to communicate clearly by email and through telecommunications and to maintain confidentiality of verbal and written communications and activities.


Proficiency with residency management software.


Experience is an academic medicine environment and familiarity with FAU Systems and processes.





Salary:

$50,000 - $55,000 per year.





College or Department:

COM: Internal Medicine Program Administration





Location:

Boca Raton Regional Hospital





Work Days and Hours:

Monday – Friday, 8 a.m. - 5 p.m. Some nights and weekends may be required.

This position eligible for flex scheduling under the discretion of the supervisor.





Application Deadline:

2025-01-02





Special Instructions to Applicant:

This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.


APPLICATION DOCUMENTS REQUIRED:


Resume







OFFICIAL SEALED TRANSCRIPTS REQUIRED:

Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.




PRE-EMPLOYMENT SCREENINGS REQUIRED:

Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.




REQUEST FOR ACCOMMODATIONS:

Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email accommodate@fau.edu or call the Office of Civil Rights and Title IX at (561) 297-3004.



As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.


Florida Atlantic University is where your future begins.




With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.




To learn more about the vision and mission of FAU, please visit: www.fau.edu




In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to jobs@fau.edu.




Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.




Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.




Clery Act Information (https://www.fau.edu/police/clery.php)




Florida Statute 1010.35 - Screening Foreign Researchers


Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.