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Job Information

University of Rochester Secretary IV - 232911 in Rochester, New York

Secretary IV Job ID 232911

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Department of Family Medicine

Schedule

8 AM-5 PM

Responsibilities

Position Summary:

Under the general direction of the Administrative Assistant with some latitude for the exercise of independent judgement, provides specialized administrative services and support to the Directors of Medical Student Education for the Department of Family Medicine. This position requires a strong working knowledge of administrative processes, which includes advanced computer skills including Microsoft Office, electronic mail, scheduling, internet and intranet, along with excellent secretarial skills. Completes work accurately, in a timely manner and with great attention to detail. This position requires sound professional judgment, respectful and professional communication, and the ability to build positive working relationships by regularly interacting with faculty, residents, students and staff. Promotes cooperation within the Department and leads by example.

Essential Job Functions:

The “primary” job duties of the position that the individual holds are listed below:

Medical Student Education:

In collaboration with the Medical Student Education Program Director, Assistant Director, and Administrative Assistant, sets priorities and manages the flow of program electives to ensure access to necessary data, as well as to develop timelines and protocols. Able to work autonomously, be proactive, and work well independently. Specific functions include but are not limited to:

  • Coordinate Family Medicine In-patient Elective (FAM612) and Sports Medicine Elective (FAM601)

  • Work closely with the Office of the Registrar and Program Directors in creating, updating, and scheduling electives. Yearly review and update with directors and Administrative Assistant regarding elective listings and availability.

  • Create schedules and communicate with students

  • Create orientation packets including information about preceptor sites, schedules, and required educational activities.

  • Function as liaison between faculty, residents, staff, and students for the coordination of the off-site placements and scheduling of educational and clinical activities.

  • With full knowledge of the University of Rochester Medical Center (URMC) MedHub evaluation system, manage and monitor the evaluation process.

  • Ensure completion of grades within two weeks of course completion.

  • Maintain discretion relative to confidential and sensitive information regarding Americans with Disabilities Act (ADA) accommodations and maintain confidential student records.

  • Coordinating Primary Care Clerkship (PCC) students who rotate at HFM.

  • Working with the coordinator of the PCC program to arrange for a PCC preceptor.

  • Maintain the schedule when the PCC student will be on site with the preceptor.

  • Co-proctor the monthly Family Medicine Clerkship NBME exam.

  • Resource person for students doing summer research experiences within the department.

    Family Medicine Interest Group (FMIG) Support:

    Coordinate activities with elected Family Medicine Interest Group Leaders (students). Specific functions include but are not limited to:

  • Acts as an advisor to the (FMIG) for monthly meetings and assisting in the coordination of activities and special events (i.e., Dinner with the Docs) .

  • Coordinate with the national AAFP for yearly grant program.

  • Manage and monitor banking account and ensure accounting is accurate.

    Primary Care Week:

    Coordinate with the UR Medicine Primary Care Network, Department of Family Medicine and FMIG leaders to plan and support annual Primary Care Week. This includes reserving rooms, ordering food, securing speakers and schedules. Specific functions include but are not limited to:

  • Assists the Chair with securing the keynote speaker and handling their travel/lodging accommodations and scheduling.

  • Makes sure the classrooms are reserved and helps the students with the logistics of each day’s speaker lunch.

  • Monitors the budget and handles reimbursements.

  • Helps organize Procedure Night at Highland Family Medicine – a hands-on experience for the students on Wednesday night.

  • Hosts special guests.

  • Acts as advisor to the students.

    MAPS Program:

    Coordination of the University of Rochester undergrad MAPS (Minority Association of Premedical Students) Chapter. Specific functions include but are not limited to:

  • Manage approximately 15 undergraduate students’ onboarding of health compliance documentation with the Friends of Highland office per each semester.

  • Work with chief residents to coordinate shadowing experiences for approximately 15 students at Highland Family Medicine per each semester.

    Administrative Support & Miscellaneous Duties:

    Offers secretarial and administrative support to Dr. Elizabeth Brown, Associate Director of Medical Student Education and Dr. Nina Piazza, Director of the S ub-I/Elective . Specific functions include but are not limited to:

  • Designing invitations for special events.

  • Consolidating information for reports and creating lists.

  • Hosting special guests (i.e., keynote speaker for Primary Care Week, faculty applicants).

  • Preparing letters to students, mailings to preceptors, etc.

  • Preparing for, and taking minutes, of the monthly Medical Student Education Committee meetings.

  • Maintaining a presence at the URMC to promote Family Medicine and acting as a liaison for Highland Family Medicine (HFM) and URMC.

  • Makes administrative arrangements for meetings, which includes: proactively assists with planning, scheduling, preparing materials, setting and sending agendas, sending reminders, taking minutes and distributing, setting up meeting location, AV needs for presentations, refreshments, survey or solicitation of meeting feedback, cleanup. May pickup/take applicants, visitors, speakers from/to the airport, hospitals, and hotels.

  • Initiates and completes faculty reimbursements to include CME.

  • Coordinates and maintains directors’ schedules in Outlook to include clinic sessions, didactic sessions, precepting commitments, vacation, travel, and conference participation using independent judgment in prioritizing competing demands.

  • Arranges travel, conference registration, and hotel accommodations. Interfaces with organizations, hospitals, and others to facilitate invited lectures and speaking engagements for the providers.

  • Manages providers’ documentation and information. Composes and types non-routine correspondence providing information. Obtains signatures. Updates CVs.

  • Process all reimbursement and check requisition forms for the Directors continuing medical education expenses, travel conferences, mileage, using CME. Tracks and follows up on submissions.

  • Performs academic duties such as formatting manuscripts and abstracts, conducting literature searches, photocopying, data entry, processing letters of reference, and ordering of materials for recruiting and conference poster presentations.

  • Serve as backup to AA during vacations or absences.

    Additional Duties/Responsibilities:

    Other duties as assigned.

    Qualifications:

  • Education and Experience: Two years of post-high school education in secretarial studies and three years of relevant administrative experience, or an equivalent combination of experience and training.

  • Experience: This position requires excellent organizational skills with strong attention to detail along with the ability to communicate effectively both verbally and in writing while in a busy atmosphere. The candidate must be able to function independently with minimal supervision in a collaborative, team-oriented work environment. Strong problem-solving and customer service skills along with the ability to adjust to changing priorities and challenges are essential. Candidate must also have a professional, polished demeanor as a key representative of the Department.

  • License/Certification Required: None

  • Skills: Requires highly advanced organizational and clerical skills. High-level computer skills are essential: Zoom, Microsoft Outlook, Word, Excel, and PowerPoint. The ability and willingness to learn web-based software systems such as MedSIS, MedHub, Blackboard, Box, and RedCap is necessary. Event planning experience is preferred.

    How To Apply

All applicants must apply online.

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