GME Administrative Assistant

POSITION SUMMARY
Provides administrative support to DIA/ADIO, Program Directors, Associate Program Directors, and GME program faculty as needed across all residency and fellowship programs. Assists with documentation for faculty, including but not limited to scheduling meetings, tracking Continuing Medical Education credits, problem solving, and maintaining faculty files. The GME Administrative Assistant maintains a current knowledge of appropriate graduate medical education policies, processes and procedures in an effort to assure efficiency and integrity of the office of Graduate Medical Education. Serves as primary point of operational and administrative contact for internal and external constituencies related Graduate Medical Education, often on complex and confidential issues. Oversees and/or participates in the coordination, control, and completion of special projects and events. May serve in a support capacity on a variety of committees.

REPORTING RELATIONSHIPS

Designated Institutional Administrator for Program Coordination, Compliance and Reconciliation.  No staff report to this position.

ESSENTIAL JOB DUTIES AND FUNCTIONS

While living and demonstrating our Core Values, the GME Administrative Assistant will: 

• Understand and adhere to the Mission, Vision, and Values of the Wright Center for Graduate Medical Education
• Provides administrative support to the ADIO/DIA, Program Directors, Associate Program Directors, and Faculty
• Facilitates PD, APD, and faculty didactic session schedules, track attendance and maintain open lines of communication between all departments
• Assist with Faculty Development Sessions inclusive of Visiting Professor sessions
• Track hospital engaged committee attendance and report to APD
• Provides support for associated activities, to include managing the schedule/calendar, making
• travel arrangements, screening and handling telephone communications, greeting and directing
• visitors, and dealing with administrative problems and inquiries as appropriate
• Serves as a primary point of direct administrative contact and liaison with other offices,
• individuals, and external institutions and agencies
• Organizes and facilitates meetings, conferences, and special events as requested; schedules and
• coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and
• provides administrative support and follow-up on matters arising from meetings
• Establishes and maintains organized and efficient files and records. Gathers, enters, and/or updates data to maintain records, files and databases, as appropriate. Responsible for the administration, security, confidentiality, and retention of office files
• Creates, composes, and edits technical and/or administrative correspondence and documentation; prepares a variety of technical, statistical, financial and narrative reports, letters, memos, and other written correspondence and materials
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications
• Assists in the coordination, control, and completion of special projects as requested
• Assists with preparation of presentations delivered by the ADIO/DIA and Program Directors
• Attends and takes notes at various administrative and operational meetings with the ADIO/DIA
• Serves as an integral component in staff, faculty and resident/fellow activities as directed by the DIO/ADIO/DIA and Program Directors
• Participates in professional growth and development through participation in educational programs and workshops
• Serves as front desk receptionist/admin assistant during meal breaks, rest periods, PTO and as needed
• Ensure all phone calls are answered and/or redirected in a professional manner
• Provide support to the Office of Clerkships as the department grows.
• Performs other job-related duties as assigned

OTHER FUNCTIONS AND RESPONSIBILITIES

• Support other interdepartmental administrative assistants as needed
• Understand institutional policies and procedures
• Demonstrates the ability to work independently as well as collaboratively
• Demonstrates excellent organizational skills and the ability to manage multiple tasks simultaneously

REQUIRED QUALIFICATIONS

• Meet The Wright Center for Community Health and its affiliated entity The Wright Center for Graduate Medical Education EOS© People Analyzer Tool
• Buy in and experience working in the EOS® model (strongly preferred)
• Mission-oriented; represents the enterprise in a professional manner while demonstrating organizational pride
• Bachelor’s Degree (preferred) or equivalent experience
• Minimum three (3) years administrative experience with continually increasing management and leadership responsibilities
• Strong organizational and time management skills 
• Self-directed work ethic 
• Professional written and verbal communication and interpersonal skills
• Ability to work reliably in a high-volume, high-demand medical educational environment
• Proficiency in Word, Excel, PowerPoint and Gmail with advanced skills in technology application  
• Ability to work independently and with a team
• Willingness and ability to work a flexible schedule
• Ability to travel to TWC sites
• Valid PA driver’s license