Residency Coordinator - Surgical Medical Education

Responsibilities

• Coordinates and performs diversified administrative and secretarial work in support of the department.
• Prepares letters, memos, reports and other types of correspondence.
• Initiates follow-up for calls, correspondence, etc., received by the program.
• Under supervision of the Program Administrator initiates and maintains required Program Letters of Agreement for the department.
• Assist in development of presentations, handouts, signs, invitations, etc., utilizing various software applications.
• Generates weekly noon conference schedule for distribution with input from the Associate Program Director.
• Representation of the system in communication with residents, associates, and outside callers.
• Greets and directs walk-ins, which include residents, associates and visitors.
• Responds to resident concerns and inquiries and assist in resolving or directs resident to appropriate parties.
• Maintains inventory and ordering of supplies.
• Prepares expense reports, check requests and invoicing of payments for department.
• Develops a basic competency in ERAS (Electronic Residency Application Service), the web-based residency application system to assist Program Administrator in the recruitment process.
• Creates and maintains resident records and files for the department. This includes electronic resident portfolios as well as hard copies.
• Assists with compilation of data for residents' semi-annual and annual performance, including scheduling of individual reviews with faculty.
• Generate reports as request by Program Director and Program Administrator.
• Maintains calendar, schedules meetings for Program Director and others within department.
• Arranges catering, AV requests, etc., for all departmental meetings.
• Arranges travel arrangements, including hotel and airline, ground transportation, seminar registrations, etc. for departmental staff.

Requirements

• High School education or equivalent
• 5 years of executive level secretarial experience OR Associates degree and 3-4 years administrative secretarial experience

Skills

• Typing 55 WPM Minimum
• Basic computer knowledge
• Ability to prioritize work
• Effective interpersonal communication skills, written & verbal.

Physical Requirements

• Ability to work in changing environments, stressful conditions and have problem solving ability.
• Ability to prioritize independently and respond to multiple simultaneous request/projects.
• Ability to work and communicate with people from culturally diverse backgrounds.
• 25-30 lbs (copy paper boxes, record retention, etc.)