Res/Fellowship Prog Assistant

Classification Title:

Res/Fellowship Prog Assistant

Job Description:

The Residency/Fellowship Program Assistant, provides administrative support to the psychology training program, its Training Program Director(s), and the teaching faculty as needed. The Psychology Training Program is currently comprised of Adjunct Clinical Postdoctoral Associates, Registered Mental Health Interns, Psychology Doctoral Interns, and graduate students completing practicum requirements. The person in this position must be able to work effectively and efficiently as well as organize and communicate with professionals (faculty, staff, and trainees) in multiple tasks relating to recruitment, hiring, onboarding, schedules, coordinating didactics and rotations, and serving as a resource to psychology trainees throughout their training program. This role supports departmental operations aligned with the SB330 expansion for psychiatric and behavioral health services across UF Health which will increase access to timely and specialized mental health care.

TRAINING PROGRAM SUPPORT

• Coordinate intern and postdoctoral recruitment, including screening applicants, creating interview schedules, compiling and distributing application materials, collecting evaluations, and serving as the primary applicant contact.
• Support trainee onboarding, including orientation scheduling, preparation of orientation materials, monitoring onboarding checklists, processing required paperwork, and submitting requests for Epic and shared‑drive access.
• Serve as a point of contact for all trainees and practicum students each semester, ensuring training requirements remain up to date.
• Enter all trainees and teaching faculty into New Innovations and process leave requests for trainees and faculty, communicating needed coverage to appropriate parties.
• Coordinate trainee meetings and program events; support graduation activities, including certificate processing and onsite assistance.
• Monitor trainee documentation compliance and issue delinquency notices as needed.
• Complete exit processing, including required paperwork and the return of UF property (keys, fobs, UF Health ID).
• Communicate Training Director policies and procedures to trainees.
• Provide backup support for the Residency/Fellowship Program Coordinator II and Program Assistant.
• Support the Program Training Directors with operational needs, including IT requests and communication with facility or maintenance staff.

RESIDENCY EVALUATIONS & DIDACTICS

• Maintain the postdoc and intern didactic schedule in New Innovations and provide schedule updates to faculty, presenters, and trainees.
• Send timely reminders to speakers and coordinate all lecture preparation logistics, including materials and conference room setup.
• Track resident attendance for didactics and notify the Program Director of any concerns.
• Distribute and monitor didactic surveys and provide lecture or attendance reports as requested.
• Prepare and manage all trainee evaluations—including lecture, faculty, trainee, semi‑annual program, and post‑graduate evaluations—and any additional assessments required by the training programs.
• Monitor evaluation completion, send reminders to faculty and trainees, generate reports upon request, and promptly escalate significant issues to the Training Director.
• Attend New Innovations training as assigned.

PSYCHOLOGY PROGRAM FACULTY SUPPORT

• Manage calendars and scheduling for education‑related appointments and faculty coverage.
• Assist faculty with CV updates and coordinate all travel logistics, including travel authorizations, reimbursements, myUFL entries, and required signatures.
• Process purchases using the P‑card and complete all related requisitions.
• Provide administrative support for the division, including copying/scanning, ordering non‑clinical office supplies, submitting printer service requests, and scheduling division rooms.
• Maintain faculty and trainee mailboxes; manage conference room calendars; print and distribute treatment room schedules.
• Track group supervision attendance and maintain related records.
• Set up workspace and room materials for new trainees or faculty in collaboration with the Clinic Manager.
• Manage the distribution and tracking of iPads.
• Process volunteer paperwork, coordinate approvals with the fiscal office, track volunteer schedules, and notify the Clinic Manager of volunteer coverage.
• Coordinate catering for division events and meetings.
• Order graduation certificates and supplies.

Perform other duties as assigned to support the effective operation of the Training Program and Psychology Division.

Minimum Qualifications:

Two-year college degree and one year of relevant experience, or combination of education and relevant experience.

Preferred Qualifications:

• Excellent interpersonal skills
• Excellent communications skills
• Excellent organizational skills
• Knowledge of general office procedures
• Proficiency using Microsoft Office, PowerPoint, and other standard computer software
• Reliability
• Accuracy
• The ability to maintain confidentiality when appropriate
• Willingness and capability to undergo training and be a team player

Expected Salary:

$23.95 - $26.34 ($50,000 - $55,000 annually)

Benefits:

As one of the nation’s top public research university, the University of Florida is dedicated to providing robust benefits options to support the wellbeing their employees. The university offers a range of complementary and affordable benefit options to meet your family’s financial, educational, and health needs. Eligibility varies by position and FTE.

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage
• Flexible spending accounts, employee wellness program, and employee assistance program
• Financial security via our life and long-term disability insurance, accident and illness insurance
• Plan for your future with retirement savings and investment options that grow with you
• Generous paid time off work options including vacation, sick leave, annual holidays, and personal holiday, and winter break,
• Time to recover – 8 weeks of paid parental and medical leave
• Enjoy discounts for on and off-campus activities and services

About the University of Florida (UF), Department of Psychiatry:

The Department of Psychiatryat the University of Florida are engaged in groundbreaking projects covering a variety of interests through our Centers, labs, and collaborations with other departments. The Department of Psychiatry includes a large outpatient center with various specialty clinics within (including one associated with our Center for Autism and Neurodevelopment), a very active inpatient service, psychiatry collaborative program for primary care practitioners, school consultation program, and community consultation services. The Department of Psychiatry spans services across adult, addiction, and child/adolescent specializations, including a freestanding psychiatric hospital, a large consult liaison service at the main UF Shands Hospital, the Florida Recovery Center operated by our Addiction Division, and multiple research centers including the Center for Addiction Research & Education and the Center for OCD and Related Disorders (COARD)

ABOUT GAINESVILLE:

The City of Gainesville holds many distinctions. Located in the northern part of Florida, Gainesville is home to the state’s largest and oldest university (UF), and is one of the state's centers of education, innovation, healthcare, arts & culture, sports, and more. You can find the city routinely listed as one of the best college towns, best places to live, and best places to retire. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums, and lakes provide endless entertainment to thousands of visitors and locals every year. Things to do in Gainesville , Visit Gainesville.

Special Instructions to Applicants:

Interested applicants should submit the following items as part of the online application:

• Cover letter that states applicant’s interest in the position and qualification relative to the credentials listed above.
• Curriculum Vitae
• Reference Names/Contact Information (3). The cover letter should include the names and contact information of three individuals who can provide an evaluative appraisal of the applicant’s work, potential in the field, and capacity to be an effective colleague in an academic health sciences center.  References will be requested from the Department should the applicant be considered.

• This position is eligible for Veteran’s preference. If you are claiming Veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Pagefor more specific information.

This position has been reposted. Previous applicants are still under consideration. 

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No