Program Assistant II (Medical Education)

ChristianaCare • Newark, DE

1d • Onsite

About The Position

ChristianaCare is searching for a Program Assistant II to provide administrative support to Residency and Fellowship programs within Academic Affairs, supporting the Undergraduate and Graduate Medical Education efforts within. This position will provide additional support to Core Faculty and Program Leadership. A thorough understanding of compliance with all program requirements mandated by governing bodies including their policies and procedures is required. Governing bodies may include but are not limited to: Accreditation Council on Graduate Medical Education (ACGME), Clinical Competency Committee (CCC), and ChristianaCare’s GME Office.

Requirements

• Minimum of Associate’s Degree in Office Administration/Secretarial Science/relevant degree required, or minimum of three (3) years-experience demonstrating knowledge and skills relevant to the position in lieu of Associate’s Degree.
• At least three (3) years progressive administrative assistant experience or equivalent, demonstrating successful office management experience required.

Nice To Haves

• Experience working in Graduate Medical Education preferred.
• Familiarity with the organization and processes of undergraduate and graduate medical education, or the ability to learn.

Responsibilities

• Arrange meetings and manage calendars.
• Make travel arrangements; process reimbursements; assist with credentialing paperwork; track and report time.
• Plan and manage the day-to-day activities.
• Coordinate education and meetings.
• Maintain required records needed for UME and GME.
• Assist medical students and/or residents/fellows in becoming acclimated to the educational setting, CCHS policies and procedures, and collaborate with Academic Affairs in the preparation and implementation of rotations and onboarding where relevant.
• Assist with the organizing and scheduling of program-specific orientation for medical students and/or residents/fellows.
• Maintain accurate and complete confidential files and records.
• Monitor evaluations and letter of recommendations.
• Assist with the residency/fellowship recruitment process as determined by the Program Coordinator.
• Initial screening and processing of med student applications for rotation; coordinating with the program and communicating with the student in scheduling those rotations.
• Compile, distribute, and collect surveys and submit accurate reports related to UME and GME as determined by the Program Coordinator.
• Assist with accreditation site visits, including the preparation of self-study and site visit documentation.
• Assist the Program Director and Program Coordinator in oversight of planning and implementing faculty development activities, as well as resident/fellow scholarly activity and quality improvement projects.
• Work closely with educational team to organize and coordinate all residency program social and special events including resident graduation dinner.
• Assist with resident/fellow rotation scheduling and education lectures under the direction of the Program Coordinator.
• Including medical students in didactic learning where appropriate.
• Schedule and organize meetings, record and transcribe minutes, and distribute agendas.
• Assist in coordinating observers/job shadowing for department when needed.
• Act as a liaison between departments, attending physicians, faculty members, and administrators within ChristianaCare and outside institutions.
• Work collaboratively with a variety of educational and clinical offices.
• Maintain confidentiality at all times.
• Demonstrate ability to work autonomously.
• Develops processes to improve office efficiency by standardizing formats for routine correspondence and identifies areas for improved efficiency.

Benefits

• Full Medical, Dental, Vision, Life Insurance, etc.
• Two retirement planning offerings, including 403(b) with company contributions
• Generous paid time off with annual roll-over and opportunities to cash out
• 12-week paid parental leave
• Incredible Work/Life benefits including annual membership to care.com, access to backup care services for dependents through Care@Work, retirement planning services, financial coaching, fitness and wellness reimbursement, and great discounts through several vendors for hotels, rental cars, theme parks, shows, sporting events, movie tickets and much more!
• health insurance
• paid time off
• retirement
• an employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree