"Senior Administrative Assistant 2 - Education Coordinator"

Overview

The Education Coordinator provides high-level administrative support and reports to the Associate Director of Orthopedics. This position supports the Program Director of the Orthopaedics and Rehabilitation Residency Program and oversees the Graduate Medical Education (GME) administrative activities for the residency program (currently 27 residents and 3 fellows) in Orthopaedics, in collaboration with the Program Directors and the GME Office. Additionally, the Residency Coordinator assists the Program Director in managing and directing the training program, coordinates educational activities for incoming and current residents, ensures program compliance with regulatory standards, and maintains essential documents required for program viability.

The Education Coordinator also serves as a liaison between residents, departments, attending physicians, administration, and outside institutions. The position involves compiling and submitting reports to the ACGME, the American Board of Orthopaedics, the American Association of Medical Colleges, the AMA, and other professional organizations as required. Furthermore, the Education Coordinator provides data for various Graduate Medical Education software/database programs such as GME Track, FREIDA, WebADS, NRMP, and Thalamus.

Responsibilities include managing documentation and credentialing for all graduate medical education training within the department, initiating and composing credentialing documents as required by the house staff, and completing credentialing forms for signature by appropriate medical staff.

The Education Coordinator maintains all house staff personnel records, including confidential evaluations and counseling records. This role also involves managing and coordinating administrative duties related to the screening and interviewing of residency program applicants annually, using ERAS, and assisting the Program Director with all program accreditation matters. Additionally, this role serves as a subject matter expert for the education programs, specially the resident and fellowship programs and serves as the team leader for this section by coordinating the work of the other program coordinators and assistants.

The Education Coordinator develops new procedures in response to revised policies from governing agencies or the Program Director. Acting as a liaison with Chief Residents, the Education Coordinator counsels residents on program requirements, policies, and regulations. They assist the Program Director with any resident issues or program problems, maintain communication with campus offices and affiliated hospitals, and work with program directors and orthopaedic staff. The Education Coordinator reviews resident duty hours submissions weekly and tracks vacation time, conference attendance, and leave.

Additionally, the role provides administrative support for Orthopaedic Grand Rounds and M&M conferences. This includes organizing all related tasks such as arranging travel for guest speakers, submitting expenses, ordering breakfasts for Grand Rounds, and greeting the breakfast vendor on the morning of the event.

This position is an On-site position 5 days/week. This requires arriving at the venue (Brady Auditorium, Cedar Street) by 7:00 AM for scheduled Grand Rounds, two Fridays each month.

Required Skills and Abilities

1. Demonstrated experience supporting a residency/fellowship program and or Grand rounds. Knowledge of fellowship programs. Advanced computer skills with proven knowledge of Microsoft Word, Excel, PowerPoint, Access, Outlook. Working knowledge of database development and management.
2. Proven ability working with advanced administrative skills including managing complex schedules, coordinating meetings, and organizing logistics for events. Proven experience tracking and managing expenses with online expense management systems.
3. Superior interpersonal skills with proven ability to interact professionally with faculty, residents and students. Applicant must possess a positive attitude and professionalism.
4. Proven strong analytical, organizational, oral and written communication skills; ability to work productively under pressure, managing a broad variety of tasks and shifting priorities in a changing environment. Demonstrated attention to detail skills.
5. Excellent attendance record to be attested by references.

Preferred Skills and Abilities

1. Working knowledge of MedHub, Amion and ACGME guidelines preferred.
2. Previous supervisory experience preferred.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.
2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.
3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.
4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.
5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up.
6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.
7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams.
8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.
9. Gets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Hourly Range
$35.64