Administrative Assistant - Family Medicine & Rmup

Job Summary:

Working under the supervision of the Chairs for the departments of Family Medicine & RMUP, the full-time Administrative Assistant performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization. The candidate will provide quality administrative support by displaying sound judgment, accuracy, diplomacy, confidentiality, and discretion.

Job Duties:

a.Coordinate and maintain student and preceptor records for the departments, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, rotation evaluations and preceptor files.

b.Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement.

• i.Assist Chairs and Directors of OMS 3 & OMS 4 in arranging clinical rotations, contacting preceptors, verifying rotation assignments with precepting physicians.
• ii.Maintain a current list of site / rotation vacancies and opportunities in order to assist in placement of students in case the need arises.

c.Interact with rotation site coordinators, preceptors and their office managers to assist in development of clinical rotation assignments and preceptor availability rosters

d.Coordinate and organize teacher associates and schedules as well as work closely with Medical Education to assign students to Early Clinical Experiences (ECE).

e.Communicate on a bi-monthly basis with third year students regarding their upcoming rotations.

f.Coordinate site visits and conference calls with core site preceptors (actual site visit once each year and followed by a conference call or zoom approximately six months later) to include preparation of meeting documents - agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.

g.Ensure submission of all necessary faculty appointment & re-credentialing information (CV, state license, board certificate, etc.). Assist the Department of Clinical Affairs and the Site Coordinators in obtaining all documentation required for the appointment and reappointment of physicians within the departments of Family Medicine and RMUP. Work with the respective Chairs to ensure they contact any new clinical faculty members and assist them in providing the Chair letter of recommendation when required.

h.Maintain and update office Outlook calendar for each department chair to coordinate work flow (lectures, meetings, site visits, labs, etc.)

i.Assist the Chair in the ongoing monitoring of and revision of both 3rd and 4th year department website to ensure all information is of high quality, accurate and up to date.

j.Assure that each individual clinical site’s instructions are kept updated and accurate for student reference.

k.Maintain and update department Administrative Manual and discipline websites.

l.Maintain and update department Preceptor Manual.

m.Input all lecture exam questions into ExamSoft software. Assist the chair in the evaluation of exam performance statistics and in posting any modifications to exam questions based on the statistical data provided.

n.Create and modify documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, including (but not limited to) preceptor payment invoices, master and individual site rotation schedules, site instructions, and yearly department newsletter.

o.Support staff in assigned project-based work.

p.Assist with SP Testing, OSCEs, Practicals, Clinical Skills Labs and ECE testing throughout academic year.

q.Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and Graduation.

r.Assist both the Department Chairs of Family Medicine and RMUP with the above duties as needed and other duties as assigned.

s.Perform other duties as assigned in order to support the Department of Clinical Affairs and VCOM

t.Collaborate with counterparts on other VCOM campuses in these tasks.

Required Qualifications:

• Licensure or certification: n/a
• Experience: One to three years prior experience in office management preferred

Other skills important to this position:

• Knowledge of principles and practices of basic office management and organization, including information gathering and monitoring
• Be highly organized, detailed-oriented and able to multi-task in a fast-paced environment
• Ability to work well either alone or as part of a team
• Excellent interpersonal and communications skills
• Strong team player
• Commitment to organization’s values
• Knowledge of Microsoft Office, telephone protocol, and email applications
• Excellent customer service skills in dealing with executive level administrators, physicians, business executives, and faculty and professional students

Preferences may be given to applicants who have experience with medical terminology and operation of medical education protocol and operations.

The successful candidate will be subject to a criminal history background check.

Regular, reliable or predictable attendance is an essential function of the job.

Working Conditions and Efforts: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to sit; use hands and vision for office equipment such as computers; talk or hear; moderate telephone usage. The employee must occasionally lift and/or move up to 50 pounds.

Work environment: Office environment. The noise level in the work environment is usually minimal.

This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgement and discretion regarding matters of significance.

Employment with VCOM is “at-will”. This means employment is for an indefinite period of time and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted to be in conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees.

VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.

I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, or disability.

Job Type: Full-time

Pay: $36,000.00 - $40,000.00 per year

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person