Administrative Assistant

Wyckoff Heights Medical Center • New York, NY

21d • Hybrid

About The Position

The Emergency Medicine Residency and Department Administrative Coordinator is a hybrid administrative position responsible for supporting both the Emergency Medicine Residency Program and the administrative operations of the Department of Emergency Medicine. The coordinator will provide administrative support to the Chairman and Vice Chairman of Emergency Medicine, including meeting coordination, physician and physician assistant onboarding and offboarding, maintenance of provider files, reimbursement processing, and communication with Human Resources and other hospital departments. The coordinator will work closely with the Program Director and Assistant Program Director to support residency-related documentation, recruitment, resident onboarding, maintenance of resident files, and compliance with ACGME and institutional requirements. This position requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple responsibilities within a fast-paced clinical and academic department.

Requirements

• Strong organizational skills
• Attention to detail
• Professionalism
• Confidentiality
• Ability to manage multiple responsibilities within a fast-paced clinical and academic department
• Bachelors required

Nice To Haves

• Masters preferred

Responsibilities

• Provide administrative support to the Chairman and Vice Chairman of Emergency Medicine.
• Manage departmental calendars and assist with scheduling meetings, interviews, conferences, and appointments.
• Prepare agendas, correspondence, meeting materials, reports, and departmental communications.
• Coordinate the onboarding of attending physicians and physician assistants.
• Assist with offboarding providers who leave the department.
• Maintain organized physician and physician assistant departmental files.
• Track required licenses, certifications, credentialing documents, employee health requirements, and other provider documentation.
• Communicate with providers regarding missing, incomplete, or expiring documents.
• Serve as a liaison between Emergency Medicine providers and Human Resources, Medical Staff Affairs, Payroll, Finance, and other hospital departments.
• Assist providers with administrative processes related to maternity leave, parental leave, FMLA, disability leave, and other Human Resources paperwork.
• Help ensure that leave-related documentation is submitted to the appropriate department and followed through to completion.
• Assist with physician and physician assistant reimbursement requests.
• Collect, organize, submit, and track receipts and supporting reimbursement documentation.
• Assist with departmental recruitment by coordinating candidate interviews, collecting required materials, and communicating with applicants.
• Maintain departmental contact lists, distribution lists, schedules, calendars, and electronic records.
• Assist with departmental announcements, onboarding guides, policies, forms, and educational materials.
• Support departmental meetings, events, educational activities, quality initiatives, and special projects.
• Perform clerical duties including filing, scanning, copying, data entry, document preparation, telephone communication, and electronic record maintenance.
• Perform additional administrative duties as directed by the Chairman, Vice Chairman, Program Director, or Assistant Program Director.
• Provide administrative support to the Program Director and Assistant Program Director.
• Maintain accurate, complete, and organized resident files.
• Assist with the collection, tracking, and filing of ACGME and institutional documentation.
• Track resident evaluations, certifications, required forms, educational documentation, and other program requirements.
• Assist with preparation for ACGME reviews, annual program evaluations, internal reviews, and accreditation-related activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level