Program Support Specialist Confidential
About The Position
The Program Support Specialist Confidential is responsible for coordinating and providing administrative support for the daily operations of the Medical Staff Affairs and Education Office. This role specifically supports residents, fellows, students, interns, and shadowing practitioners who rotate through or observe at University Hospital. The position acts as a key liaison between University Hospital and various external and internal entities, including the Rutgers NJMS Graduate Medical Education Office, NJMS Office of Student Affairs, Careers in Medicine Program, Chief of Service offices, Training Program Directors, and house staff and faculty. Under the guidance of the Director, the specialist will manage the collection, monitoring, tracking, preparation, verification, and maintenance of files for these individuals. This includes administering guest accounts, HealthStream, clearance processes, ID badges, and offboarding procedures for rotating staff. Additionally, the role involves reviewing applications and managing the clearance process for shadowing practitioners up to the Chief Medical Officer's approval.
Requirements
- Bachelor’s degree in Business Administration or a related field required.
- Two (2) years of progressively responsible administrative experience.
- Excellent interpersonal and communication skills required.
- Demonstrated ability to plan, organize, and manage projects effectively.
Nice To Haves
- House Staff or Medical Staff Office experience preferred.
- Proficiency in Microsoft Access, Excel, Word, and Outlook preferred.
- Previous related experience is a plus.
- Additional related experience may be substituted for the degree on a year-for-year basis.
Responsibilities
- Provide administrative and operational support for the daily functions of the Medical Staff Affairs and Education Office.
- Coordinate activities related to residents, fellows, medical students, interns, externs, and shadowing practitioners rotating through or observing at University Hospital.
- Serve as the primary liaison between University Hospital and key partners, including: Rutgers NJMS Graduate Medical Education Office, NJMS Office of Student Affairs, Careers in Medicine Program, Chief of Service offices, Training Program Directors, House staff and faculty.
- Collect, track, monitor, verify, and maintain records and documentation for residents, students, interns, externs, and shadowing practitioners.
- Manage onboarding and offboarding processes for incoming and outgoing rotators, including: Guest account setup and deactivation, HealthStream assignments and tracking, Clearance processing, ID badge coordination.
- Review applications and coordinate clearance requirements for shadowing practitioners.
- Facilitate the approval process for shadowing practitioners through final review and authorization by the Chief Medical Officer.
- Ensure compliance with institutional requirements and maintain accurate, confidential records under the direction of the Director.
Benefits
- Medical & Prescription Drug Coverage
- Dental & Vision Insurance
- Health Savings Account (HSA) & Flexible Spending Account (FSA)
- Short- & Long-Term Disability Insurance
- Pension Plan
- Pet Insurance
- Employee Assistance Program (EAP)
- Professional Development
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
