RESIDENCY PROGRAM ASSISTANT

EDUCATIONAL/TRAINING REQUIREMENTS:

High School Diploma or GED required, college courses preferred

EXPERIENCE REQUIREMENTS:

3 years administrative assistant experience. Experience in GME setting preferred

MINIMUM QUALIFICATIONS:

  • Excellent interpersonal skills, verbal and written communication skills, and organizational skills.
  • Strong work ethic.
  • Strong customer service skills.
  • Strong computer skills (proficient in Microsoft Office: Excel, Word, Powerpoint, Outlook)
  • Ability to work independently and complete projects in a timely manner
  • Ability to effectively communicate in English, verbally and in in writing.
  • Ability to prioritize tasks, meet deadlines, and maintain communication regarding residency program.
  • Ability to maintain confidentiality and professionalism at all times.
  • Knowledge of medical education policies and procedures, and medical terminology
  • New Innovations experience preferred

The Residency Program Assistant is responsible for assisting the Residency Program Coordinator and Faculty within the Department of Family Medicine and under general direction, assists in the coordination of the residency program in compliance with the Accreditation Council for Graduate Medical Education (ACGME) guidelines; processes registrations; coordinates the resident application and evaluation process; creates and maintains databases; compiles and distributes various schedules; provides administrative support..

SPECIFIC RESPONSIBILITIES:

  • Provide administrative coordination to Residency Coordinator to include organizing program calendar, scheduling meetings, attending meetings as required and collecting various committee meeting minutes and related project materials, drafting correspondence, taking and responding to phone messages and organizing email messages.
  • Provides general administrative support (i.e. makes copies, files documents and sends/receives faxes).
  • Assists Residency Coordinator in completing administrative paperwork for the residency program, including Resident Data Sheets, spreadsheets with information about incoming/continuing/terminating residents, entering Resident schedules/ lectures/recording attendance in New Innovations.
  • Coordinate Family Medicine Department meetings and events. Schedule and prepare meeting room and create agenda for monthly meetings, take minutes, set-up AV equipment,catering.
  • Track status of resident’s licensures, certifications and communicates updates to HR Office and GME.
  • Assists with preparation of recruiting activities applicant folder prep; interview day room set-up by 8 am; breakfast & lunch catering requirements: Assists with arranging and executing Resident exam days
  • Assists with set-up/breakdown of Wednesday didactics including AV set-up and catering.
  • Assists Residency Coordinator with other residency program duties as needed.