Job Description

General Summary

• Under limited supervision provides a variety of administrative services to an organization unit requiring a thorough knowledge of departmental practices and procedures.
• Prepares documents and various materials, responds to complex correspondence and telephone inquiries, maintains filing systems, coordinates residency recruitment and other medical education responsibilities and supports front desk requirements.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• • Responds to internal and external telephone calls, inquiries and visitors following established departmental procedures.
• Liaises with third party service providers for the department.
• Serves as a key interface with other departments to identify and resolve issues.
• Determines urgency of situation when contacting/interrupting senior staff members/physicians.
• Composes and responds to professional correspondence and internal communications in a clear, and concise.
• Prepares presentation material as required.
• Prepares and ensures accuracy of confidential documents, in accordance with department/service area procedures.
• Schedules and coordinates in-person and virtual meetings, appointments, travel arrangements, conferences and training resources.
• Prepare agendas and assembles background materials.
• Attends meetings, prepares notes and performs required administrative follow up.
• Coordinates events; organizes publicity, AV and other necessary arrangements.
• Liaises with vendors and outside consultants by interacting with relevant departments to coordinate and process relevant paperwork.
• Provides support for special projects and assignments.
• Researches, analyzes, and summarizes information and source materials for reports.
• Prepares data and contributes on projects and studies.
• Creates and maintains various paper and electronic filing systems, in accordance with department procedures, and requirements of other accrediting organizations.
• Accurately enters updates and retrieves information stored in files and database. Compiles information from these records and electronic systems as required.
• Orders and maintains office/ clinical supplies and equipment in accordance with departmental guidelines.
• Ensures established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environmental and infection control standards are updated in accordance with UMMC policy and procedures, including Department of Health inspection and license holder records.
• Monitors and maintains staff schedules; reviews and verifies employee records, transfers payroll hours as directed and informs Manager of any discrepancies.
• Ensures employee personnel files and paperwork is completed as required.
• Facilitates and manages the on-boarding process for new hires and outside consultants and off-boarding trainees when required.
• Frequently manages and uses MedHub, a web-based, GME residency and fellowship management software for residency evaluations, work hours, and other functions. Able to extract information from MedHub for reporting requirements.

Qualifications

Education and Experience

• High School Diploma or equivalent (GED) is required.
• Four years general clerical/administrative experience is required.
• Experience working with medical education and/or graduate medical education in a healthcare environment is preferred.

Knowledge, Skills and Abilities

• • PC literate with demonstrated proficiency in Microsoft Office Suite. Excellent typing and data entry skills are required. Proficient transcription skills are required.
• Highly effective verbal, written and interpersonal skills to communicate effectively with medical staff, trainees, medical students, colleagues, patients and/or visitors to establish working relationships that foster quality customer service. Highly proficient filing and organization skills with ability to prioritize own work and that of others.
• Knowledge and ability to understand procedures, practices and policies in the assigned departmental unit and Medical Center.
• Knowledge of and ability to understand medical education procedures/requirements. Familiarity with a residency program environment is helpful.
• Demonstrated ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
• Demonstrated ability to establish and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs; when dealing with co-workers, healthcare staff and patients/visitors.

Additional Information

Compensation:

•Pay Range: $20.47 - $28.64

•Review the 2024-2025 UMMS Benefits Guide