Administrative Assistant Full Time Days

Trinity Health • Darby, PA

1d

About The Position

Mercy Fitzgerald Hospital is looking for an Administrative Assistant to join our team in Internal Medicine Job Type: Full Time Schedule: 40 hours per week, day shift Job Description: The administrative assistant in Graduate Medical Education (GME) provides crucial support to GME leadership and residents by managing schedules, coordinating meetings and events, maintaining confidential records, preparing administrative documents, and serving as a liaison with internal and external departments. This role involves strong organizational, communication, and technical skills, with duties including data entry for resident records, creating resident block schedules, tracking program requirements, and assisting with resident-related processes like recruitment, orientation, and evaluations.

Requirements

• Organizational Skills: Ability to manage multiple tasks, prioritize workload, and maintain order in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills for interacting with residents, faculty, and other staff.
• Technical Proficiency: Computer proficiency, particularly with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Attention to Detail: Meticulous in data entry, record-keeping, and document preparation.
• Discretion: Ability to handle highly confidential information and maintain professional boundaries.
• Interpersonal Skills: Strong interpersonal skills for building relationships and collaborating effectively with internal partners and external institutions.
• Must be able to exercise discretion in working with confidential and sensitive matters.

Nice To Haves

• Familiarity with residency management software, a plus.
• Prior Administrative Assistant experience preferred
• Associates degree preferred

Responsibilities

• Administrative Support: Provide administrative and clerical support to GME leadership, program directors, and faculty.
• Scheduling & Coordination: Coordinate and schedule meetings, didactics, and various program-related events, including securing venues and preparing agendas.
• Record Management: Maintain confidential files, databases, and records for residents, faculty, and programs, often using specialized residency management software.
• Communication: Serve as a primary point of contact, handling telephone inquiries, managing mail, and ensuring professional and timely communication with various stakeholders.
• Documentation: Compose, edit, and proofread correspondence, reports, presentations, and other documents as needed.
• Data Entry: Accurately enter and update data into residency management system.
• Resident Support: Assist with tasks such as preparing paperwork for resident orientations, managing resident data sheets, tracking licenses and certifications, and assisting with resident evaluations.
• Meeting Support: Attend meetings, take minutes, and track follow-up actions and deliverables.
• Office Operations: Assist with ordering supplies, setting up for events, and other general office duties to ensure smooth operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees