Administrative Assistant II / 40 Hour / Days / Surgery Education

Location: Boston, Massachusetts
Company: Brigham and Women's Hospital (Boston)
Salary: USD
Industry: Office and Admin
Job Type: Full Time
Contact: Brigham and Women's Hospital (Boston)
Posted: Today


GENERAL SUMMARY/OVERVIEW STATEMENT:

The Education Office of the Department of Surgery houses Undergraduate Medical Education, Graduate Medical Education and Continuing Medical Education. The Surgery Residency program has approximately 75 ACGME accredited residents within several tracks of Medical Education training and we support approximately 350 students, residents and fellows each year.

The education assistant is responsible for performing a variety of educational, administrative, and communication activities for the education office and medical student surgery programs at Brigham and Women's Hospital.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  1. Individual will be responsible for Assisting Director, Residency Coordinator, Fellowship Coordinator, and Student Affairs Manager with ongoing projects, coordination of special projects and events and general administrative tasks daily.
  1. Daily administrative tasks including: answering telephones, greeting guests, processing incoming/outgoing mail, filing, processing bills and travel reimbursements for payment, ordering supplies, distributing meal tickets, tracking faculty CME attendance, completing residency training and employment verifications, coordinating surgery education classroom schedule, maintenance of office copier including supplies ordering, monthly usage reporting, and service calls, and basic upkeep and stocking of supplies in the classroom, workroom & on-call suite.
  1. Weekly coordination and reporting of surgical statistics regarding readmissions, complications, and deaths, and assisting in presentation of weekly Morbidity & Mortality Conference.
  1. Weekly tracking and reporting of resident clinic attendance, including maintenance of spreadsheet recording attendance, weekly reminders to residents, and follow-up of delinquents.
  1. Weekly distribution of DVDs recording weekly didactic conferences to residents on off-site rotations, and maintenance of spreadsheet recording receipt & compliance with requirement to view.
  1. Coordination of elective medical student program including collecting paperwork for hospital onboarding, arranging EPIC training, pager assignments, and scrub machine access, orientation, scheduling, obtaining evaluations and grade processing. Coordination also of orientation sessions for physician's assistant student program.
  1. Assist the Surgery Education Office staff with projects on an ongoing, as needed basis. For the residency programs, this includes reporting on clinic attendance for semi-annual reviews, etc. For resident recruitment, this includes assembling application orientation and faculty packets, other interview preparation, and participating in the interview date.
  1. Coordination and assistance with other special projects and events, including catering arrangements for weekly conferences and special events.


SKILLS/ABILITIES/COMPETENCIES REQUIRED:

  1. Ability to effectively respond to time sensitive and confidential issues.
  2. Excellent organizational skills with the ability to oversee multiple projects at the same time and the ability to function well under deadlines and heavy work volume.
  3. Excellent interpersonal skills and flexibility.
  4. Strong communication (oral and written) skills with all levels of employees.
  5. Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.
  6. Initiative and ability to work both independently and as a member of a functional team.
  7. Maturity to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or compliance with educational program needs.


Qualifications :

  1. High School Diploma or GED required. Bachelor's degree preferred or 2-3 years of commensurate level of experience in tasks specific to administration of graduate medical education programs. Will accept candidate with specific residency experience in lieu of BA/BS degree.
  2. Preferred working knowledge of Graduate Medical Education and the LCCME accreditation process.
  3. Application level software skills including MS Word, Access, Excel and PowerPoint

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