Senior Administrative Assistant will ensure smooth daily business operations for the Graduate Medical Education and Continuing Medical Education offices. He/she also serves as a resource for employees/residents/students/faculty/alumni and external stakeholders on all Graduate Medical Education and Continuing Medical Education (GME/CME) related activities. Provide administrative and secretarial support in the GME and CME offices. Provide administrative and secretarial support to the Fellowship Programs.
Essential Duties & Responsibilities
Provide administrative and secretarial support in the GME/ CME and Fellowship Programs Offices.
Provide administrative support to University Committees as assigned by the Director and Associate Dean for GME and CME.
Facilitates all Fellowship Program activities, maintains monthly contact with the fellows, coordinates mentorship and work with the Program Directors to set up meetings, interviews, exams, online program updates on ADS and ACGME.
Administer Surveys and reports for the fellowship, residency and CME programs.
Manage calendar, arrange meetings, travel and lodging.
Provide support in developing departmental goals
Provide support in reviewing, updating and maintaining of GME and CME policies and procedure manuals.
Prepare correspondence including reports, memorandums, letters, spreadsheets and forms.
Create databases and compile data for reports
Maintain inventory of supplies and equipment.
Coordinate and facilitate special events for GME and CME.
Establish and maintain highly confidential files,
Complete quarterly financial reporting; process check requests, expenses, reimbursements, complete requisitions; track and document expenditures.
Manages medical student AOA application process,
Manage AOA course on D2L and Coordinate Selection Meeting and Induction Ceremony.
Perform other job-related duties as assigned or delegated.
Required Education & Experience
High School Degree or GED Equivalent
Five years’ senior level administrative experience in higher education setting.
Must achieve a background check clearance.
Required Knowledge, Skills & Abilities
Ability to effectively communicate with and maintain collegial relationships with administration, faculty and staff.
Ability to compose correspondence
Ability to effectively coordinate and handle multiple projects simultaneously and on deadline.
Excellent organizational, planning and analytical skills.
Problem-solving skills, with ability to develop and implement process improvement plans with a drive for quality outcomes.
Knowledge of budgeting process.
Proficient with Microsoft Office Suite; Word, Excel
Strong customer service orientation.
Ability to work/interact with diverse populations; show respect and sensitivity for cultural differences.
Ability to work independently and as part of a team.
Must achieve background check clearance.
Typical Physical Demands and Working Conditions
Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.