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University of Rochester Administrative Asst - 222568 in Rochester, New York

Administrative Asst

Job ID



Medical Faculty Group

Full/Part Time


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Full Time 40 hours Grade 051 Emergency


7:30 AM-4 PM


Position Summary:

Under the general direction and guidance of the Emergency Medicine Residency Coordinator, provides primary administrative support to the Emergency Medicine Residency Program Director, Senior Associate Program Director, Assistant Program Directors (2) and Chief Residents/attending physicians. This includes time management and calendaring for the Directors, prioritizing competing demands, delegating matters as appropriate, and with minimal direction is back-up to the Program Coordinator. Exercising initiative, independent judgment and protecting confidential matters, the incumbent gathers and interpret data and prioritize information regarding the Emergency Medicine Residency Program, residents and faculty.

Executive Assistant-

  • Identify, prioritize and manage confidential matters for the Program Directors, Program Coordinator, and others.

  • Drafts confidential resident correspondence, credentialing and recommendation letters for qualified applicants.

  • Evaluate and assist the progression of individual residents to assure their experience is in compliance with the requirements defined by the ACGME Residency Review Committee; compile, analyze and develop a summary report on resident experiences throughout the affiliate healthcare organizations.

  • Gather, summarize and disseminate statistical data for reports provided to the Accreditation Council of Graduate Medical Education, American Board of Emergency Medicine and New York State.

  • Develop and communicate Clinical Competency Committee (CCC) schedule. Collect and distribute data for biannual CCC meetings; gather information and develop summary sheets regarding each resident for each resident advisor and committee members (including the handling of large volumes of confidential resident and faculty data). Assess, identify and communicate the needs from background material that will impact decisions regarding the CCC and/or follow-up meetings. Serve as administrative participant of the Clinical Competency Committee meeting and responsible for input on resident performance.

  • Monitor, assess, and inspect medical procedures data input and evaluations of each graduating resident for the purpose of residency credentialing for the American Board of Emergency Medicine.

  • Assist with IPRO unannounced site visits by ensuring that resident administration, staff and residents have been informed of the process; that GME has all of the pertinent program information in a timely and efficient manner.

  • Develop, collect, analyze SurveyMonkey surveys for resident recruitment, orientation and additional applications as necessary; deliver a summary and recommendations for impacted and related-projects.

  • Manage all aspects of daily office functions (meetings, conferences, vendor contacts, etc.) outside of primary responsib ilities .

  • Manage residency events including new resident welcoming event, senior resident graduation, resident group outing/retreats, and alumni events . These events are critical to the success of the residency program related to recruitment and retention of residents.

  • Coordinate travel arr,.mgements to national educational conferences for all members of residency leadership and attending residents in a fiscally responsible manner.

  • Manage residency related expenses based on allocated budget.

  • Develop and prepare residency recruitment materials for interviews and orientation processes.

  • Primary management of residency and fellowship websites and social media platforms.

Manage and Coordinate the Complex Schedules of over 40 Emergency Medicine residents -

  • Define the Emergency Medicine program settings in MedHub and as the Primary Administrator for MedHub. Create, upload and inspect and execute schedules, evaluations, procedures, resources, curriculum documents in MedHub, as described below.

  • Assist in development, and execution of the yearly rotation schedules (SMH and HH Core, Community, and Elective, Schedules) for Emergency Medicine, and Rotating Residents from Psychiatry,, ENT, OB/Gyn and Anesthesiology while on Emergency Medicine service in MedHub. Inspect and update schedules on a monthly basis.

  • Develop and maintain the curriculum document and evaluation matrices in MedHub for each rotation and each trainee, allowing for automated distribution of curricula and/or evaluations to the appropriate trainee and faculty at the appropriate time. Anticipate, execute and gather manual assignment of evaluations in MedHub on an as-needed basis.

  • Inspect and analyze duty hours for Emergency Medicine residents to ensure compliance with NY State and ACGME regulations weekly for GME and the program; investigate potential violations and provide feedback to the Program Director.

Manage and Coordinate Residency Education -

  • Manage all aspects of didactic residency conferences requiring collaboration across URMC as well as outside entities. Propose topics and speakers designed to meet educational needs/gaps to provide adequate coverage of required subject areas. Maintain, prepare, and submit all related compliance reports based on Accreditation Council of Graduate Medical Education (ACGME) requirements.

  • Provide administrative oversight of all resident mandatory sessions and courses. Ensure registration, schedule, and materials are complete and provided to residents prior to course.


College graduate or an equivalent combination of experience and training. One year of relevant administrative experience. Applicant must able to work independently, manage multiple responsibilities and work productively with limited guidance in a busy environment. Candidates must be well organized, detail-oriented, and possess strong interpersonal skills. Advanced graduate medical education knowledge and skills required. Must be proficient in Microsoft Office suite and have the ability to quickly learn various required software.

Software area that this position will be responsible:

Microsoft Office suiteMedHub software (a web-based evaluation, activity planning, financial monitor, calendar and duty hour monitoring program used throughout all GME training programs within the URMC und Medical School).Working knowledge of ERAS (a web-based electronic residency application system).Working knowledge of Interview Broker (a web-based recruitment scheduling software).SurveyMonkey

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled