"Administrative Assistant 2"

Job Summary

This position provides administrative support to the division of Rheumatology faculty, Business Manager and fellows. This position serves as the fellowship coordinator for Rheumatology and grant coordinator for Rheumatology Research. This position provides support to physicians and fellows with publications and web page management.

Responsibilities

The responsibilities include, but are not limited to:

ADMINISTRATIVE:

Division Chief support & Rheum Faculty Support: calendar management; assist and prepare correspondence, evaluations, and assist with recruitment; responsible for answering phones, PowerPoint, assisting and directing visitors. Prepare and submit curriculum inventory, observership paperwork, and coordinating rotation of residents and students. Responsible for travel coordination, clinic cancelation paperwork (AU and GCC), as well as responsible for answering phones and providing customer service. Responsible for call schedule and Qgenda Management. 7 faculty and 5 fellows. Assist with OPPE management for Rheum Faculty as well as Faculty Evaluations (PACT system).

GRANT COORDINATOR:

Grant coordinator for Rheumatology Research. Responsible for working with Business Manager and Rheum faculty for grant submission (Pre-Award). Monitor grant funding with oversight from Business Manager. Rheum Research Foundation, NIH, DOD grants. (R01, R21, &KO8 submissions).

POST AWARD:

Work with business manager to monitor grant funding and subcontracts. Arrange CLUB meetings with multiple subcontracts. Arrange CLUB travel for ASBMR, NIH & TBN). Coordinate CLUB Activities. Assist with Dept of Defense grant- arrange meetings with CTO office & PI as well as data analyst.

FELLOWSHIP COORDINATOR:

Creates and maintains schedule for incoming Nephrology applicant interviews. Pre-screens Rheum applicants via ERAS software for possible interview eligibility. Responsible for all stages of interview invitations and scheduling. Coordinates with Program Director to create Match List for submission. Receives and responds to email, phone and other inquiries for fellowship. Interacts with individuals eligible for post- match recruitment. Manages onboarding process for new Rheum fellows. One45/New Innovations- manages all aspects of evaluation process for Rheum fellows and maintenance of duty hours records for both WellStar & VA. Manages all fellow record needs for ACGME reaccreditation. Responds to requests for fellow verification from hospitals, licensing boards, etc. Plans events, graduation - manages conference schedule for faculty speakers.

PUBLICATIONS:

Assist faculty and fellows with publications (12-15 per year). Responsible for EndNote Applications.

WEBPAGE:

Webpage management for Rheumatology

OTHER:

Perform all other job-related duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university in a related field and four years of progressively responsible administrative support experience. OR High school diploma/GED or equivalent from a recognized State or Federal accrediting organization and seven years progressively responsible experience in administrative support positions.

Knowledge, Skills, & Abilities

Ability to maintain confidentiality. Excellent interpersonal, verbal, and written communication skills. Detail-oriented with strong prioritization and organizational skills. Proficient in Microsoft Office and other computer software/databases.

Shift/Salary/Benefits

Shift: Days/M-F. Pay Band: B5. Salary Range: $17.88/hourly - $21.92/hourly. Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position. Recruitment Period: 7/25/25 - Until Filled.