Administrative Assistant / Coordinator (Temporary 6-mo)

Creighton University•Omaha, NE

About The Position

A successful candidate will have Electronic Medical Records (EMR) knowledge, Epic experience preferred. Location: 7500 Mercy Rd. Hours: flexible day hours. 40 hours or less a week. Key Responsibilities Supports the daily clinical operations and serves as a liaison among residents, faculty, clinic staff, patients, and administration to ensure smooth clinic workflows, accurate scheduling, and the maintenance of a supportive and effective clinical environment for residents. Responsible for resident clinic schedules, collaborate with program leadership. Ensure compliance with patient requirements. Ensure adequate staffing by pulling reports and tracking schedules. Ensure efficient clinic flow for resident sessions, identifies and communicates clinic workflow issues impacting resident education or patient care. Resident/Fellow Scheduling: Enters, maintains, and monitors resident and fellow schedules in EPIC to ensure accuracy; creates and distributes monthly resident and supervision schedules to the Program Manager; collaborates with chief residents and program leadership to block approved time-off requests, including updating inbox coverage during absences; and generates monthly resident clinic volume reports for submission to the Program Manager. Monitors patient and resident facing continuity to ensure compliance with RRC requirements per year of training. Program Communications/Meeting Management: Serves as a liaison between residents, clinic staff, and program leadership; coordinates and schedules weekly meetings between the Program Director, Program Manager, Clinic Coordinator, Family Medicine Chief Residents and Site Director to review and discuss resident time-off requests; and promptly notifies program leadership of any resident-related issues or patient complaints for appropriate review and program tracking. Resident Attendance: Tracks resident attendance for clinic sessions and huddles; monitors punctuality and participation; and notifies program leadership of any tardiness or unexcused absences. Helps coordinate fill in residents for any unexpected absence. Qualifications Associate degree or an equivalent combination of education and relevant/related experience. Previous experience in a clinical or academic medical setting preferred. Strong administrative and operational management skills, with proficiency in Microsoft Office and related administrative systems. Strong organizational skills with exceptional attention to detail and accuracy. Exercise sound judgment and discretion when handling confidential information; possesses strong problem-solving and interpersonal skills; and shows a clear commitment to resident education, wellness, and high-quality patient care. Ability to manage multiple priorities simultaneously, including complex scheduling, action items, and timelines, while maintaining a high level of accuracy. Excellent communication skills and ability to build and maintain strong, collaborative working relationships across multidisciplinary teams.

Requirements

Associate degree or an equivalent combination of education and relevant/related experience.
Strong administrative and operational management skills, with proficiency in Microsoft Office and related administrative systems.
Strong organizational skills with exceptional attention to detail and accuracy.
Exercise sound judgment and discretion when handling confidential information; possesses strong problem-solving and interpersonal skills; and shows a clear commitment to resident education, wellness, and high-quality patient care.
Ability to manage multiple priorities simultaneously, including complex scheduling, action items, and timelines, while maintaining a high level of accuracy.
Excellent communication skills and ability to build and maintain strong, collaborative working relationships across multidisciplinary teams.
Electronic Medical Records (EMR) knowledge

Nice To Haves

Previous experience in a clinical or academic medical setting preferred.
Epic experience preferred.

Responsibilities

Supports the daily clinical operations and serves as a liaison among residents, faculty, clinic staff, patients, and administration to ensure smooth clinic workflows, accurate scheduling, and the maintenance of a supportive and effective clinical environment for residents.
Responsible for resident clinic schedules, collaborate with program leadership.
Ensure compliance with patient requirements.
Ensure adequate staffing by pulling reports and tracking schedules.
Ensure efficient clinic flow for resident sessions, identifies and communicates clinic workflow issues impacting resident education or patient care.
Enters, maintains, and monitors resident and fellow schedules in EPIC to ensure accuracy; creates and distributes monthly resident and supervision schedules to the Program Manager; collaborates with chief residents and program leadership to block approved time-off requests, including updating inbox coverage during absences; and generates monthly resident clinic volume reports for submission to the Program Manager.
Monitors patient and resident facing continuity to ensure compliance with RRC requirements per year of training.
Serves as a liaison between residents, clinic staff, and program leadership; coordinates and schedules weekly meetings between the Program Director, Program Manager, Clinic Coordinator, Family Medicine Chief Residents and Site Director to review and discuss resident time-off requests; and promptly notifies program leadership of any resident-related issues or patient complaints for appropriate review and program tracking.
Tracks resident attendance for clinic sessions and huddles; monitors punctuality and participation; and notifies program leadership of any tardiness or unexcused absences.
Helps coordinate fill in residents for any unexpected absence.