Office Support Specialist

About the role

The incumbent will work under the direction of the Residency Coordinator and Residency Program Director assisting in a wide variety of support activities related to the residency program such as: recruitment, scheduling, policy and evaluation, contracts and licensure, and other work activities related to the residency program.

Responsibilities

• Provides Residency Program support to the Program Director, Program Coordinator and program faculty.
• Serves as a resource for typing, filing, collating, scanning, sorting, and calendaring for the program and to the residents and faculty.
• Generates correspondence from draft and reviews with supervisor.
• Oversees the collection of licenses, contracts, and resident information on behalf of the program.
• Collections educational material and organizes for upcoming education events.
• Maintains confidential information for a large residency program by data entry into electronic systems, program spreadsheets and files.
• Answers the phone for the program with contact with faculty, staff, residents and students.
• Takes messages by phone, email and in person for the program coordinator and program director.
• Maintains the listing for conference attendance.
• Reviews incoming mail, sorts, distributes and handles responses as appropriate.
• Tracks resident educational fund balances and submits expenses for reimbursement.
• Provides transcription support to the program with transcribing from draft, developing into specified format, and submitting for review.
• Aids in taking meeting minutes and composing them from draft notes.
• Composes and develops memorandums and letters of recommendation from draft for residents and students in a specialized format for faculty.
• Provides calendaring and scheduling support for the program.
• Schedules meetings, educational events, and recruitment on behalf of the program.
• Books meeting rooms and provides setup for education events.
• Arranges candidate hotel accommodations for recruitment with scheduling, correspondence, and confirmations.
• Notifies/reminds to the coordinator and/or Director for appointments.
• Functions as the proctor for in-training exams for residents and students.
• Gathers statistical data and confidential information on behalf of the program.
• Uses data entry systems to gather, produce, and run reports from web-based systems.
• Organizes and sets up for special events such as graduation, awards ceremonies, wellness events, and team building events.
• Attends meetings as requested.
• Performs duties listed in lower level of this classification series.
• Performs other related duties as assigned.

Requirements

Minimum Qualifications:

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • College coursework in any curriculum, as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months).
  • Associate’s Degree (60 semester hours) equals eighteen months (18 months).
  • 90 semester hours equals two (2) years (24 months).
  • Bachelor’s Degree (120 semester hours) equals three (3) years (36 months).
• Work experience performing office/clerical activities, including the use of computer systems.
• One (1) year (12 months) of work experience comparable to the second level of this series.

Qualifications

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date.

Benefits

This position is intended to be eligible for benefits. These include Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.