Administrative Assistant IV

Albert Einstein College of Medicine•New York, NY

About The Position

The Administrative Assistant IV supports the clerkship and acting internship experience for medical students from Einstein during their Department of Medicine rotations at Jacobi. The administrative assistant reports to the Director of Curriculum Management in the Office of Medical Education. Partnering with the clerkship directors and other clerkship and site administrators, the administrative assistant is the primary point of contact for students and instructors on any matter related to the clerkship and acting internship at Jacobi. The administrator ensures that all students are appropriately onboarded for access to Jacobi and the Jacobi EPIC system. The administrator ensures that student schedules are set and communicated to faculty members and students. The administrator coordinates and manages the schedule of student learning sessions during the clerkship and oversees the process by which students get feedback on their performance and receive final grades in the clerkship and acting internship. The administrator oversees the tracking of student logging of procedures and conditions and also serves as a proctor for clerkship examinations.

Requirements

High School Diploma and at least 5 years of administrative support experience is required. Equivalent combination of education and experience will also be considered.
Well-developed interpersonal skills, including the ability to deal effectively with all levels of personnel, both within and beyond the college.
Excellent written communication skills.
Time management and organizational skills; must demonstrate the ability to prioritize and accurately complete tasks independently.
Proficiency in basic bookkeeping, record maintenance, and report development.
Excellent problem-solving and decision-making skills.
Conflict resolution and negotiating skills.
Professionalism, discretion, and confidentiality
Basic understanding of medical and adult education
Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint.
Must demonstrate good judgment, initiative, and attention to detail.
Must be able to effectively track time and resources to prioritize own work assignments.
Must be able to work independently and produce quality work from conception to completion on assigned projects.
Must possess strong customer service, communication and organizational skills.
Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices.
Uses independent judgment when responding to inquiries.

Nice To Haves

May use other web-based programs, as assigned.
Experience using survey software (e.g. Qualtrics or survey monkey)
Experience with learning management systems (e.g. Canvas)
Experience with clinical logbooks and student evaluations software (e.g. one45).

Responsibilities

Provide primary support for the clerkship and site directors at Jacobi overseeing the Einstein medical students during their clerkship and acting internship rotations at Jacobi; for the Internal Medicine and Primary Care (IMPC) clerkship, this includes students at Jacobi for the Inpatient experience, the Sub-Specialty experience (SSE), and the Primary Care experience.
Ensure that all Einstein students rotating at Jacobi are onboarded appropriately and have appropriate ID and access to all necessary systems, including EPIC.
Communicates with students and the EPIC team to ensure students have access to and complete all necessary trainings and are successfully granted access to EPIC.
Prepare and provide orientation materials to students rotating at Jacobi at start of their rotation.
Assist course and clerkship directors with recruiting preceptors as necessary for student experiences at Jacobi.
Ensure students are assigned to appropriate clinical teams for clinical experiences at Jacobi.
For the Primary Care portion of IMPC, communicates and coordinates relevant information with clinical sites.
Assist course and clerkship directors with scheduling space for teaching sessions at Jacobi.
Assist course and clerkship directors with tracking attendance.
Assist course and clerkship directors with collecting and collating evaluations of student performance from faculty.
Assist course and clerkship directors with tracking mid-cycle feedback.
Assist course and clerkship directors with scheduling meetings.
Assist with set up and proctoring of NBME end of clerkship exams, as necessary.
Work with the Office of Medical Education to ensure course and clerkship evaluations are distributed to students.