Assistant-Graduate Medical Education

Baptist•Oxford, MS

1d•Onsite

About The Position

The Graduate Medical Education Assistant provides a broad range of administrative and support functions in a highly responsible manner. Prepares special reports and/or projects, correspondence, presentations and other forms of confidential information. Works relatively independently. Communicates with a diverse population which may include, but is not limited to resident physicians, medical students, other students, staff physicians and outside customers. Performs other duties as assigned.

Requirements

4 years secretarial experience with evidence or equivalent demonstrating increasing responsibilities.
Skill in communicating clearly and effectively using standard English in written, oral and verbal format to achieve high productivity and efficiency.
Skill to write legibly and record information accurately as necessary to perform job duties.
Ability to type 40 wpm or greater.
Must possess excellent organizational, analytical, and communication skills (both written and verbal).
Must also possess knowledge of operational management and medical terminology and high level of computer proficiency working with different office applications.
Must be able to work independently with minimal supervision.

Nice To Haves

Associates degree or equivalent combination of education and experience

Responsibilities

Coordinating office management activities for program leadership, including organizing and maintaining documents, reference materials, policies/procedures, office files and records, schedules/calendar(s), and setting appropriate work priorities for efficient office operations
Providing support services for Graduate Medical Education leadership, including physician faculty, physician trainees, and future physicians
Assisting with conference schedule for daily lectures, including scheduling, setup, preparation, dissemination of recordings, and tracking attendance, as well as other conferences (Morbidity and Mortality, Journal Club, etc.)
Coordinating travel for program leadership and resident physicians to include outside away rotations, assist with the completion of travel requests, and ensure accommodations (hotels, rental cars, etc.)
Assisting with meal reservations, arrange program leadership/physicians as hosts
Disseminating applicant packets to faculty physicians/program leadership
Assisting during recruitment events
Assisting on interview days, keeping track of schedule
Ordering office supplies for department
Overseeing call rooms (cleaning schedule, stocking of linens, etc.)
Ordering and maintaining food and refreshments for resident physicians and faculty
Assisting and processing check requests and invoices
Assisting manager in preparation and scheduling of all aspects of introduction/education sessions prior to start of resident physicians' clinical rotations
Ordering lab coats with monograms
Assisting with program events, including wellness activities, retreats, special presentations, social events, etc.
Assisting with and coordinating medical students' orientation, onboarding, and assignment of rotations
Maintaining and designing departmental bulletin board