Coordinator (Graduate Medical Education)
About The Position
The Office of Graduate Medical Education (GME) is seeking a highly organized and detail-oriented Administrative Assistant to support the administrative, financial, and operational needs of the office, which manages benefits and services for more than 250 medical residents and fellows. This position serves as a primary point of contact for the GME office and requires strong organizational, communication, financial, logistical, and problem-solving skills. The Administrative Assistant works independently under general supervision, exercises sound judgment in interpreting policies and procedures, and prioritizes competing responsibilities in support of the office’s goals and objectives. Key responsibilities include managing and reconciling trainee leave balances and annual sick leave bank enrollment; coordinating office and Associate Dean of GME calendars, meetings, correspondence, reports, and meeting minutes; and preparing materials for the monthly Graduate Medical Education Committee meetings in accordance with accreditation standards. The position also provides financial and operational support by processing and reconciling ProCard and Voyager transactions, managing resident education fund accounts, coordinating travel, ordering supplies, and maintaining office inventory. The Administrative Assistant evaluates situations, determines appropriate courses of action within established guidelines, and makes recommendations for improving office procedures and processes. The successful candidate will demonstrate exceptional attention to detail, discretion, initiative, adaptability, and the ability to manage multiple priorities while providing responsive and professional service to GME trainees, faculty, staff, and other stakeholders. Other duties may be assigned as needed to support the effective operation of the Office of Graduate Medical Education.
Requirements
- Associate's degree plus three (3) years of secretarial office experience, or an equivalent combination of education, training, and experience
- Knowledge of best office practices and procedures
- Knowledge of computer software (Word and Excel) to accomplish word processing and spreadsheet management
- Skill in interpersonal communication with constituents of diverse backgrounds
- Skill in organizing documents
- Skill in organizing spreadsheets and managing budgets
- Ability to organize and prioritize multiple tasks
- Ability to maintain confidentiality and professionalism with all associated duties
- Ability to learn and use ETSU’s management system, Voyager
- Ability to learn new technology as needed (e.g., Teams, learning platforms)
- Ability to set up equipment contracts and maintenance contracts
- Ability to report needed work orders and track them with ETSU Facilities
- Ability to establish and maintain effective, congenial working relationships and function as part of a team
- Ability to work independently and as a member of a diverse team
- Ability to communicate effectively
- Ability to solve problems, conceptualize, make decisions, and accept responsibility
- Ability to meet deadlines and work under pressure
- Ability to apply skills in accomplishing goals and objectives
Nice To Haves
- Bachelor's degree preferred or equivalent work experience
- Certified Authorization Professional (CAP) Certification
Responsibilities
- Managing and reconciling trainee leave balances and annual sick leave bank enrollment
- Coordinating office and Associate Dean of GME calendars, meetings, correspondence, reports, and meeting minutes
- Preparing materials for the monthly Graduate Medical Education Committee meetings in accordance with accreditation standards
- Processing and reconciling ProCard and Voyager transactions
- Managing resident education fund accounts
- Coordinating travel
- Ordering supplies
- Maintaining office inventory
- Evaluating situations, determining appropriate courses of action within established guidelines, and making recommendations for improving office procedures and processes
- Providing responsive and professional service to GME trainees, faculty, staff, and other stakeholders
- Completing other related duties as assigned
Benefits
- For more information regarding benefits, please visit (Employee Benefits [https://www.etsu.edu/human-resources/benefits/])
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
