Administrative Clerkship Coordinator - Psychiatry

District Medical Group•Phoenix, AZ

3d•Onsite

About The Position

Under the direction of the Department Program Director, Clerkship Director, and GME Manager, this position is primarily charged with coordinating rotating medical students and providing support for the resident physicians and faculty physicians, requiring initiative and independent judgment. The incumbent works independently and has contact with high level administrative personnel. This is a full-time position, Monday through Friday. Executes a variety of administrative functions relative to the application request and check-in processes of medical students, shadowers, PAs, observing physicians and/or rotating residents. This involves confidential and sensitive school transcripts, medical histories and malpractice issues. Provides rotating student with efficient access, permissions, and timely and necessary communications and resources to support a successful orientation, program, and offboarding experience. Mains applications/evaluations/grades in confidential files. Compiles student packets and orients students on the first day of the rotation. Assists in the development of student schedules. Coordinates meetings as program requires or is requested, ensuring timely and supportive communications/resources are provided to stakeholders. Builds and maintains relationships that benefit Valleywise Health with coordinators from Medical Schools. Remains a key point of contact for the schools for communications, inquiries, and relaying of pertinent information or data. Acts as a liaison between Valleywise and DMG for student-related administrative matters. Provides timely answers to student-related inquiries and administrative or program concerns, escalating the concerns to the appropriate department for further action or involvement. Provides support to department residency coordinator with accomplishing the required tasks of the residency program. Mains and updates databases including but not limited to VSAS, EValue, and New Innovations. Coordinates educational conferences for the residency program including, but not limited to, coordinating speakers, reserving space, ordering food, setting up computer and projector, and monitoring attendance. Preparing and compiling necessary materials. Maintaining and updating monthly department conference schedule. Provide additional support to the department(s), to include answering phones, copy, file, fax, distribute mail, order food, and reserve rooms on meeting room manager. Other duties as assigned.

Requirements

High School Diploma or equivalent required
Minimum of two years as an administrator in an office setting required
Professional and supportive verbal and written communication skills.
High level of accuracy in record keeping, data entry, and communications.
Excellent time and project management skills.
Effectively work independently and collaboratively.
Navigate through operational challenges, addressing as proactively as possible.
Proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook)

Nice To Haves

Bachelor’s degree or equivalent combination of training, education and experience preferred
Two years’ experience in an administrative support role in a medical/graduate medical education setting preferred

Responsibilities

Executes a variety of administrative functions relative to the application request and check-in processes of medical students, shadowers, PAs, observing physicians and/or rotating residents.
Provides rotating student with efficient access, permissions, and timely and necessary communications and resources to support a successful orientation, program, and offboarding experience.
Maintains applications/evaluations/grades in confidential files.
Compiles student packets and orients students on the first day of the rotation.
Assists in the development of student schedules.
Coordinates meetings as program requires or is requested, ensuring timely and supportive communications/resources are provided to stakeholders.
Builds and maintains relationships that benefit Valleywise Health with coordinators from Medical Schools.
Acts as a liaison between Valleywise and DMG for student-related administrative matters.
Provides timely answers to student-related inquiries and administrative or program concerns, escalating the concerns to the appropriate department for further action or involvement.
Provides support to department residency coordinator with accomplishing the required tasks of the residency program.
Maintains and updates databases including but not limited to VSAS, EValue, and New Innovations.
Coordinates educational conferences for the residency program including, but not limited to, coordinating speakers, reserving space, ordering food, setting up computer and projector, and monitoring attendance.
Provide additional support to the department(s), to include answering phones, copy, file, fax, distribute mail, order food, and reserve rooms on meeting room manager.
Other duties as assigned.

Benefits

Medical, Dental, Vision, and many additional ancillary benefits EFFECTIVE DAY ONE
401(k) contribution options, with employer match up to 6%
Access to Retirement Advisors
Employer-paid Disability
A Health Savings Account option with employer contribution
Flexible Spending Account options, including Dependent Care FSA
Rich Wellness Program and EAP, at no cost to the employee
Fitness location memberships
Pet care discount program
Generous PTO allocation, increasing after 3 years
10 paid Holidays
Up to 40 hours Paid Sick Time annually