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University of Rochester Sec IV / Education Sec - 230013 in Rochester, New York

Sec IV / Education Sec Job ID 230013

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Schedule

8 AM-4:30 PM

Responsibilities

GENERAL PURPOSE:

This position provides direct secretarial support to the Internal Medicine Residency Program and Department of Medicine trainee education efforts. The person in this position must demonstrate initiative, resourcefulness, independent prioritization of workflow, problem-solving skills, and must be sensitive to confidentiality. In addition to establishing and following processes and procedures that ensure timely workflow, the Education Secretary will also participate in ongoing process improvement to enhance the trainee education initiatives in the Department of Medicine. The individual in this position must demonstrate the IICARE values, display professional attitude and appearance, exercise excellent judgment, act independently and require only limited supervision.

RESPONSIBILITIES:

General Daily Support of Internal Medicine Residency Program:

  • Receive incoming calls for the Internal Medicine Residency Program Office, including calls from prospective applicants and current residents, routes calls, takes messages and answers questions in a knowledgeable and professional manner.

  • Draft routine correspondence, distribute resident mail daily, perform copying and scanning assignments, as needed.

  • Maintain and distribute Program Administration meeting schedules.

  • Maintain Internal Medicine Residency Program Master Google calendar.

  • Upload and/or print/copy educational curriculum materials

  • Provide general assistance with other routine business, special events and/or special projects.

  • Assist Residency Program Coordinator with noon conference presenter communications, including coordinating presenter switches for noon conference cancellations.

  • Assist Residency Program Coordinators with the development and maintenance of alumni database used for alumni engagement, surveys, and verification.

  • Deliver and track annual alumni surveys, post-Match surveys, and other surveys as needed using SurveyMonkey or REDCap.

    Secretarial Support for Department of Medicine Education Initiatives:

  • Coordinate and deliver secretarial support to the Program Director (1), Associate Program Directors (3), Chief Residents (4), and Education Administrator (1). Anticipate needs, choose or recommend time and/or tasks among competing demands within the Internal Medicine Residency Program.

  • Coordinates and delivers secretarial support to Program Directors (2) and other faculty as needed for curriculum/educational materials for residents, fellows, and students.

  • Coordinates and delivers secretarial support to Residency Program Coordinators, Fellowship Administrators, and Clerkship Coordinator for routine and/or special projects, as needed.

  • Process event-related financial transactions and reimbursements in the absence of the Residency Program Coordinator.

    Events Assistant for Internal Medicine Residency Program:

  • Support Education Administrator and Residency Program Coordinators in the organization and execution of all events for the Internal Medicine Residency Program, including resident wellness events, orientation, recruitment, all recurring events (e.g., noon conferences, morning reports, etc.), social events, Intern Retreat, Poster Day and other events as needed.

  • With oversight from the Residency Program Coordinator, order, receive, set-up, oversee and break down food and refreshments for daily Noon Conference lunch and special events.

    Recruitment, Onboarding and Off-boarding Support:

  • Assist with annual resident and fellow recruitment efforts, including coordinating arrangements for accommodations, refreshments and supplies for recruitment; assemble materials and nametags for applicants’ interview days; assist with direction of applicants to each interview session within the Department.

  • Provide support to residency and fellowship programs with annual resident and fellow completion/graduation tasks

  • Assist programs with annual orientation efforts, including but not limited to ordering, labeling and tracking pagers, labeling and distributing mailboxes and lockers; drafting and sending general letters of appointment for incoming trainees (to use as proof of employment for housing).

    Other duties as assigned.

    QUALIFICATIONS:

    2 years of post high school education in secretarial studies or the equivalent, or an equivalent combination of experience and training required.

    At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision, or equivalent combination of education and experience required.

    Strong organizational, interpersonal, technical and computer skills, with the ability to learn new software and web-based applications. Must be able to handle multiple competing demands and prioritize. Must be able to adhere to deadlines in a fast-paced environment. Must have reliable/efficient transportation preferred.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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