GME Administrative Assistant

Description

POSITION SUMMARY

Provides administrative support to DIA/ADIO, Program Directors, Associate Program Directors, and GME program faculty as needed across all residency and fellowship programs. Assists with documentation for faculty, including but not limited to scheduling meetings, tracking Continuing Medical Education credits, problem solving, and maintaining faculty files. The GME Administrative Assistant maintains a current knowledge of appropriate graduate medical education policies, processes and procedures in an effort to assure efficiency and integrity of the office of Graduate Medical Education. Serves as primary point of operational and administrative contact for internal and external constituencies related Graduate Medical Education, often on complex and confidential issues. Oversees and/or participates in the coordination, control, and completion of special projects and events. May serve in a support capacity on a variety of committees.

 

REPORTING RELATIONSHIPS

Designated Institutional Administrator for Program Coordination, Compliance and Reconciliation.  No staff report to this position.

 

ESSENTIAL JOB DUTIES AND FUNCTIONS

While living and demonstrating our Core Values, the GME Administrative Assistant will:

Understand and adhere to the Mission, Vision, and Values of the Wright Center for Graduate Medical Education

Provides administrative support to the ADIO/DIA, Program Directors, Associate Program Directors, and Faculty

Facilitates PD, APD, and faculty didactic session schedules, track attendance and maintain open lines of communication between all departments

Assist with Faculty Development Sessions inclusive of Visiting Professor sessions

Track hospital engaged committee attendance and report to APD

Provides support for associated activities, to include managing the schedule/calendar, making

travel arrangements, screening and handling telephone communications, greeting and directing

visitors, and dealing with administrative problems and inquiries as appropriate

Serves as a primary point of direct administrative contact and liaison with other offices,

individuals, and external institutions and agencies

Organizes and facilitates meetings, conferences, and special events as requested; schedules and

coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and

provides administrative support and follow-up on matters arising from meetings

Establishes and maintains organized and efficient files and records. Gathers, enters, and/or updates data to maintain records, files and databases, as appropriate. Responsible for the administration, security, confidentiality, and retention of office files

Creates, composes, and edits technical and/or administrative correspondence and documentation; prepares a variety of technical, statistical, financial and narrative reports, letters, memos, and other written correspondence and materials

Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications

Assists in the coordination, control, and completion of special projects as requested

Assists with preparation of presentations delivered by the ADIO/DIA and Program Directors

Attends and takes notes at various administrative and operational meetings with the ADIO/DIA

Serves as an integral component in staff, faculty and resident/fellow activities as directed by the DIO/ADIO/DIA and Program Directors

Participates in professional growth and development through participation in educational programs and workshops

Serves as front desk receptionist/admin assistant during meal breaks, rest periods, PTO and as needed

Ensure all phone calls are answered and/or redirected in a professional manner

Provide support to the Office of Clerkships as the department grows.

Performs other job-related duties as assigned

 

OTHER FUNCTIONS AND RESPONSIBILITIES

Support other interdepartmental administrative assistants as needed

Understand institutional policies and procedures

Demonstrates the ability to work independently as well as collaboratively

Demonstrates excellent organizational skills and the ability to manage multiple tasks simultaneously

Requirements

REQUIRED QUALIFICATIONS

Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool

Buy in and experience working in the EOS® model (strongly preferred)

Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride

Bachelor’s Degree (preferred) or equivalent experience

Minimum three (3) years administrative experience with continually increasing management and leadership responsibilities

Strong organizational and time management skills

Self-directed work ethic

Professional written and verbal communication and interpersonal skills

Ability to work reliably in a high-volume, high-demand medical educational environment

Proficiency in Word, Excel, PowerPoint and Gmail with advanced skills in technology application

Ability to work independently and with a team

Willingness and ability to work a flexible schedule

Ability to travel to TWC sites

Valid PA driver’s license