Requisition No: 832398 

Agency: Department of Health

Working Title: GOVERNMENT OPERATIONS CONSULTANT II - 64086115

 Pay Plan: Career Service

Position Number: 64086115 

Salary: $45,308.12 (Includes a CAD of $1,248.00) 

Posting Closing Date: 07/19/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is a Government Operations Consultant II position in the Residency Program responsible for-providing high level program technical support to the Residency Program Director for the Florida Department of Health Palm Beach County Health Department. Work is performed under the supervision of the Public Health Communications MGR-SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position serves as the intradepartmental staff liaison in the day-to day operations and as Contract Manager. Responsible for contracts and contractual series for the Residency Program. Works closely with the Budget Specialist, and contract management. Assist with the preparation of budget, transfers, amendments and provides general knowledge of administrative concepts and personnel programs.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position has access to, My Florida Market Place (MFMP), FIRS, Electronic Residency Application System (ERAS), AAFP and Accreditation Council for Graduate Medical Education (ACGME-ADS).

Serves as intradepartmental staff liaison in the day-to-day operations. Arranges conferences as required with public and private agencies. Structures office routine to accommodate a highly flexible, demanding and varied work situation. Prepare purchase and work order for equipment items and expendable supplies as required. Manages inquiries from other program regarding administrative services policies and procedures. Type position descriptions for submittal prepared by the Residency Program Director. Maintains current information of established policies and instruct Residents of changes or updates. Researches, collects, coordinates and prepares information for various presentations and publications and for use in the preparation of budget, state and county contracts and grant information.

Provide support and assistance to the Residency Program as the Program Coordinator. Assures program compliance with regulatory agency standards, (Accreditation Council for Graduate Medical Education, and the American Board of Preventive Medicine). Continually assess and manage a wide range of programmatic issues including administrative workflow, resident relations, and requires the ability to travel. Process mail correspondence (inter-office and out of office). Type and file all correspondence relating to the Residency Program and medical education. Monitor status of work in progress and keep the Program Director informed of activity priorities and deadlines.

Partners with the Program Director in developing long range planning.

Maintains Program Letters of Agreement (PLA), contracts, memorandum of agreements, affiliation agreements, and Memorandum of Understanding (MOA) with the sponsoring institution and other external agencies. Ensure agreements are revised as needed.

Prepares Memorandum of Understanding (MOA) with other agencies where Residents have been scheduled for rotation.

Compose other correspondence pertaining to the contract requirements.

Monitors budgets for the Residence Program to assure adherence within established guidelines by preparing monthly budget monitoring tool in FIRS. Monitor spending to ensure compliance, accuracy of invoices, through MFMP

Manage purchases via the P-Card, monitor and complete monthly finance reports.

Act as liaison between the Program Director and a full range of internal and external offices and individuals; meet with the Program Director on a regular basis about important issues related to the program and trainees. Communicate with GME stakeholders (e.g., GME Office, participating sites, department, faculty, core/subspecialty programs, residents/fellows, ACGME, ACPM, ABPM specialty board, etc.) on a regular basis. Maintain educational files for all current trainees and graduates in compliance with Institutional and GME records retention policies; Develop a thorough understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; develop program policies to comply with accreditation requirements.

Maintain all essential documents required for program accreditation and/or approval.

Assist the Program Director in maintaining the program’s ACGME Program Summary/Program Application and other required documentation; keep a working copy and make changes on an ongoing basis.

Manage and coordinate accreditation site visits, including preparation of all required documentation; and serve as key participant in the site visit;

In consultation with the Program Director, develop and maintain resident/fellow schedules; Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling; Communicate schedules to participating sites.

Coordinate/facilitate and maintain records of the meetings of the Clinical Competency and Program Evaluation Committees; Assist the program director in the timely completion of semi-annual Milestone evaluations of residents/fellows, and coordinate resident/fellow semi-annual reviews.

Ensure resident/fellow compliance with participating sites’ credentialing requirements, including medical licenses, DEA licenses, immunizations, HIPAA training, and other training as required; Arrange for ID badges, keys, lab coats, equipment and supplies, etc. for residents/fellows; Plan, organize, and schedule program-specific new resident/fellow orientation.

Manage on-boarding process for visiting trainees in coordination with appointment and credentialing process; Manage resident/fellow exit process (deactivating accounts, collecting badges, etc.); Program Coordinators may be assigned additional duties related to the operation and/or administration of FDOH graduate medical education enterprise.

Develop and maintain appointment calendar for the Preventive Medicine Public Health Residency Program.

Schedule meetings and reserve conference rooms, establish conference call schedules.

Assists in the management of scheduling weekly didactics, training sessions and recruitment activities (planning and scheduling of sites, dates, agendas, etc.). Make all arrangements for the monthly Journal Club, Public Health Seminar, Clinical Competency Committee (CCC) meetings, Residency Advisory Committee (RAC) meetings, and Graduate Medical Education Committee (GMEC) meetings, to include but not limited to reminders handouts, taking meeting notes, transcribing dictation, and distribution of meeting. Maintain an up-to-date list of RAC and GMEC members' names, addresses and contact numbers. Participates in developing Annual Program Improvement Plan via the Program Evaluation Committee (PEC).

Manages all aspect of the program recruitment activities, including but not limited to, interview schedules, and related correspondence, through the Electronic Residency Application System (ERAS), communication via ERAS, and telephone (or in person) with potential applicants by providing them with information about the Preventive Medicine public Health Residency Program.

Manages implementation of the Residency Management System to ensure accurate documentation and tracking of resident activity and applicant information. Assists in the input of annual program data into the Accreditation Data System (ADS) for the residency program.

Acts as main residency match program coordinator for the National Resident Matching Program (NRMP). Assists in providing verification of residency education for current and prior residents.

Monitors Resident compliance with mandatory FDOH training, serving as the liaison for the TRAIN system.

Maintains and updates Residents emergency contact list, phone tree and COOP for Public Health Preventive Medicine Residency Program.

Arrange BCLS, ACLS, and other re-certification training courses. Acts as the primary training instructor for staff regarding the Resident Management software. Schedules In-service training exams.

Attends state and national conferences, meetings and group sessions as related to the Residency Program.

Assist with arrangements and travel documents for reimbursement.

Coordinates the residents' travel and educational expense reimbursement through partnering institution's finance office.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of management principles and practices
• Ability to determine work priorities, schedule tasks effectively and ensure proper completion of assignments.
• Ability to communicate effectively.
• Ability to assess budgetary needs.
• Ability to solve problems and make decisions.
• Contract management responsibilities, and general knowledge of administrative concepts.
• Proficient in utilizing technology to facilitate meetings and operate Internet of Things (IoT) devices, as well as in using Microsoft Word, Excel, Outlook, and the Internet.
• Ability to establish and maintain effective relationships with community partners and affiliated agencies.
• Ability to collect, analyze and interrupt findings.
• Knowledge of purchasing and budget principles.
• Ability to independently manage multiple projects. 

Qualifications:

Licensure/registration/certification requirements:

• N/A

Other job-related requirements for this position

• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• Valid Driver's License.
• Required Florida Basic Contract Manager Training per Section 287.057(14), F.S.

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

• May be required to work evenings and/or weekends during outbreaks or unusual event such as hurricanes.
• May be required on 24-hour notice or less to be deployed for work in regions through-out Florida or the U.S.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

800 Clematis Street,

West Palm Beach, FL 33401

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.