University of Rochester Secretary to the Education Office and Compliance Coord - 235671 in Rochester, New York
Secretary to the Education Office and Compliance Coord Job ID 235671Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening
Full Time 40 hours Grade 009 Psychiatry SMH Residency ProgSchedule
7:30 AM-4 PM; WKENDS AS NEEDEDResponsibilities
With minimal direction from the Education Administrator, performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgement, in support of academic and educational programs in the Department of Psychiatry.
At all times exhibits The STRONG Commitment patients, colleagues, students as well as internal and external customers of the University:
Introduce myself (greet, say your name, explain your role)
Communicate with warmth (call every person by name, smile, make eye contact, listen attentively)
Answer questions clearly (ask about and address concerns, explain next steps)
Respond to feelings (show courtesy, empathy and kindness)
Exceed expectations (ask if there is anything else you can do, say when you will be back)
Subscribes to the Department’s goal of creating a culturally competent environment by treating patients, families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in the Institute’s diversity meetings and departmental/university cultural competence events and trainings.
Assist in the Coordination of Grand Rounds and IMIPs didactics
Assists the administrator with planning and organization of weekly Grand Rounds and IMIPs Didactic Sessions
Tracks speaker paperwork
Prepares and sends weekly IMIPs announcements
Makes arrangements for all food served at Grand Rounds
Sets up and breaks down grand rounds sessions
Compiles and tracks weekly attendance
Prepares thank you letters
Prepares quarterly Grand Rounds and IMIPS reports
Compliance Coordinator to the Education Office
Develops and tracks trainee compliance with national, state, local and medical center requirements
Under the direction of the Administrator and Program Coordinators, develops systems to track compliance with requirements of the Department of Psychiatry’s training programs including (but not limited to): Hospital and GME mandatory trainings, Health updates, Flu Shots, Clozapine registration, NYS Child registry, ACLS/BLS certification,
Tracks didactic attendance
Distributes and tracks return of trainees yearly employment contracts (through MedHub)
In coordination with the University GME Office prepares and tracks program affiliation agreements
Distributes and tracks return of yearly faculty survey for updates
to ACGME WebAds, annual faculty surveys and alumni surveys for all programs
Miscellaneous Education Office Duties
Places requests for new trainee lab coats, pagers, keys, and swipe access
Processes all education office expenses
Picks up and distributes mail daily
Maintains faculty and alumni databases
Places and tracks all facilities requests
Assists coordinators with recruitment day activities as needed
Orders, sets-up and breaks-down weekly resident lunches
Monitors and informs Administrator of resident and fellow office issues. Assists with yearly office moves of residents and fellows
Organizes faculty scheduling of St. Joseph’s Neighborhood Center elective
Places and tracks all orders, including but not limited to, Staples, Barnes and Nobles, Catering
Assists with Education Office events (Trainee Poster Day, Key Day, Graduation Dinners, Holiday Party, Welcome Picnic)
Handles the calendars of the Associate Chair for Education and Administrator for Psychiatry Education
Assist Administrator for Psychiatry Education and education coordinators as needed
- 2 years of post - high school education in secretarial studies or the equivalent.
At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.
OR a combination of training and experience equivalent to the above.
Critical Knowledge, Skills and Abilities:
Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
Proficient in navigating through internet
Knowledge of MS SharePoint and MedHub desirable
Knowledge and proficiency of Kentico (U of R website program) is desirable
Working Relationships with individuals Outside of Office Setting:
Requires a motivated, independent and diplomatic individual with strong organizational skills.
Excellent oral, written and interpersonal communication skills are essential as is a professional approach.
Individual has regular interaction with high level offices and University senior administrators.
Individual has regular interaction with administrative assistants and managers in various academic staff offices.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled