Residency Program Assistant

Full-time/40 hours - Day Shift

Summary:

The Residency Program Assistant serves as the main contact person for the Residency Program by phone and email, directs inquiries, maintains critical residency records, coordinates medical student activities, and assists the program manager with program operations.

Responsibilities:

•Direct visitors to the department, respond to emails.

•Answer incoming telephone calls and offer assistance to callers in an efficient and friendly manner. Take messages, provide assistance and direct calls as appropriate.

•Assist Program Manager with residency schedule changes.

•Maintain and update multiple spreadsheets to track required data and accounts.

•Maintain residency files.

•Order office supplies for both the office and the resident room in the hospital.

•Distribute Eeds (attendance) codes and maintain attendance logs for conferences.

•Send out conference evaluations and report data back.

•Screen student rotation applications.

•Complete student credentialing and orientation, coordinate student schedules, and serve as the rotating student contact person for questions or changes.

•Collect and collate student evaluations.

•Maintain applicant files. Coordinate interview days and create/distribute applicant packets.

•Work collaboratively with other residency staff.

•Assist with planning and coordination of special events which may require local travel and attendance after hours such as graduation.

•Manage the residency calendars, create meeting invites, and create zoom links if needed

•Coordinate scheduling meetings for the Program Director.

•Organize the work area in a highly efficient manner.

•Print and collate training guides and materials as requested.

•Update the Family Medicine Intranet page as needed.

•Process receipts for reimbursement. Track educational funds and assist with purchasing as needed.

•Elicit agenda items, maintain the agenda, and take minutes for various department meetings. •Other job-related duties as assigned.

Minimum Qualifications:

•High School Diploma

•Collaborative skills

•Excellent organizational skills and attention to detail

•Excellent written and verbal communication skills

•Ability to adapt to new and or changing situations

•Proficient computer skills

•Initiative

•Professionalism

•Consistent adherence to the tenets of confidentiality

Preferred Qualifications:

•Knowledge of Google suite

•Experience working in residency education

•Experience working as a secretary or in a customer service field