Senior Administrative Assistant

Posting Details

Position Information

About MSM

Morehouse School of Medicine (MSM) is a place of distinction, serving as the nation's leading academic medical center for vulnerable populations. It's also a place for passionate individuals looking to join a dedicated community working today to help prepare tomorrow's leaders.

We exist to:

• Improve the health and well-being of individuals and communities;
• Increase the diversity of the health professional and scientific workforce;
• Address primary health care through programs in education, research and service;

With emphasis on people of color and the under-served urban and rural populations in Georgia, the nation and the world.

At Morehouse School of Medicine, we're leading the creation and advancement of health equity. You will find a fulfilling career at MSM!

Posting Number NONAC3770 Job Title Senior Administrative Assistant Position Title Administrative Assistant II, Preventive Medicine Residency Program Position Type Non-Faculty Number of vacancies 1 Salary $50,000 Department Comm Hlth/Prev Med-Ch/Pm Position Summary

Under the supervision of the Residency Program Manager, provide professional-level administrative support to the CHPM Preventive Medicine Residency Training Program including assisting the Director, Associate Director, Manager, and residents to ensure daily program operations and functions are performed in an efficient manner. Effectively interact with faculty, residents, staff, medical students, and institutional administrative offices.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General:

Provide administrative support to the CHPM Preventive Medicine GME program training activities to include:

• MedHub data entry and ongoing monitoring and generation of reporting for personnel, evaluation, duty hour/procedure logging, onboarding, curriculum, scheduling, etc.
• Annual activities and events, recruitment, budget expenditures and monitoring
• Completing administrative tasks such as preparation of correspondence and emails, meeting logistics, filing and record management.

Program:

• Provide travel and administrative support to the Program Directors, Associate Program Directors, Program Manager
• Provide travel and administrative support to residents/fellows and program faculty
• Assist with program events, including retreats, program/GME graduation, conferences, weekly didactics, meetings, and interviews
• Coordinate program event logistics, including setting up virtual meetings and interviews, scheduling of rooms/space, audio/visual support, lecture evaluations, catering arrangements, room set up, guests parking, and meeting documents
• Assist Program Manager with electronic databases which includes MedHub, ERAS, ADs, GME track and FRIEDA
• Assist Program Manager with the orientation program logistics
• Assist Program Manager in the completion of resident/fellows processing/credentialing
• Enter demographic data, schedules, evaluations, and conference attendance in MedHub
• Monitor evaluation completion in MedHub and send reminders and completes reporting as assigned
• Assist Program Manager in monitoring duty hour logging completion

Recruiting:

• Assist with scheduling interviews and recruitment activities
• Coordinate interview logistics, including setting up virtual meetings, room reservations, interview meals, and interview reminders
• Communicate interview schedule to include faculty members and residents/fellows
• Assist with website review and updates
• Send correspondence to prospective applicants

Program Marketing:

• Assist Program Manager in representing the programs at local, regional, and national events
• Order marketing/promotional materials

Records Management:

• Enter data and assist with maintaining program database on current residents, fellows, and alumni
• Maintain applicant and resident/fellow files

Program Compliance and Improvement:

• Assist with the processing of resident/fellow licenses
• Assist with the completion of documentation for the Annual Program Evaluation and Improvement Plan

Finance:

• Assist in meeting MSM deadlines for all purchases, end‐of‐the‐year closeout etc.
• Submit and monitor resident/fellow requests for books, travel etc.
• Monitor and reconcile budgets, requisitions, and purchase orders

Professional Development:

• Participate in GME and Program professional development activities
• Stay current on program and GME policies and procedures
• Stay current on MedHub and ERAs and ACGME updates, as well as knowledgeable of other web-based data systems

CRITICAL SKILLS AND EXPERIENCE

• Well‐developed assessment and organizational skills; Critical thinking, problem‐solving, and decision-making skills
• Analytical, time management, organizational and interpersonal skills achieved in busy office environments
• Skill and proficiency in the utilization of various web‐based applications and databases; Intermediate efficiency in use of MS Office Suite
• Ability to handle sensitive information with absolute confidentiality
• Experience with preparation of complex reports; Extreme attention to detail and strong follow through skills
• Ability to interact professionally with many types of people; Proficiency in verbal and written English

Minimum Qualifications

Education: Associate's Degree from a regionally accredited college - years of experience may substitute for degree

Experience: 2-3 years of related experience

Preferred Qualifications

• Bachelor's degree in related field
• At least two years of experience providing administrative support in a busy office environment and at least two years of experience in higher education, undergraduate medical education, graduate medical education, or hospital administration
• Skilled in utilization of various web-based applications and databases. Strong knowledge of computer technology including expertise in MS Word, PowerPoint, and Outlook, and intermediate-level efficiency using Excel and Publisher. If not familiar with residency technology (i.e. ERAS, MedHub, etc.) then must possess ability to learn new systems quickly

Closing Date Open Until Filled No Special Instructions to Applicants

Employment in this role may be contingent upon extramural funding and successful performance and may be terminated or reduced in percentage of appointment if such funding is not secured or ceases to be available.

Quick Link https://careers.msm.edu/postings/24447 EEO Statement Summary

Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

Job Duties

Pre-Employment/Employment Requirements

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization

Immunization Requirements

It is MSM's Immunization policy that all Prospective Employees are encouraged to provide proof that they are vaccinated against COVID-19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Curriculum Vitae or Resume

Optional Documents

• Cover Letter