To provide administrative support to a variety of Residency and Fellowship programs within Academic Affairs, supporting the Undergraduate and Graduate Medical Education efforts within . Provide additional support to Core Faculty and Program Leadership. A thorough understanding of compliance with all program requirements mandated by governing bodies including their policies and procedures is required. Governing bodies may include but are not limited to: Accreditation Council on Graduate Medical Education (ACGME), Clinical Competency Committee (CCC), and ChristianaCare's GME Office.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Arrange meetings and manage calendars. Make travel arrangements; process reimbursements; assist with credentialing paperwork; track and report time.
Plan and manage the day-to-day activities. Coordinate education and meetings. Maintain required records needed for UME and GME.
Assist medical students and residents/fellows in becoming acclimated to the educational setting, CCHS policies and procedures, and collaborate with Academic Affairs in the preparation and implementation of rotations and onboarding where relevant. Assist with the organizing and scheduling of program-specific orientation for medical students and/or residents/fellows.
Maintain accurate and complete confidential files and records. Monitor evaluations and letter of recommendations.
Assist with the residency/fellowship recruitment process as determined by the Program Coordinator.
Initial screening and processing of med student applications for rotation; coordinating with the program and communicating with the student in scheduling those rotations.
Compile, distribute, and collect surveys and submit accurate reports related to UME and GME as determined by the Program Coordinator.
Assist with accreditation site visits, including the preparation of self-study and site visit documentation.
Assist the Program Director and Program Coordinator in oversight of planning and implementing faculty development activities, as well as resident/fellow scholarly activity and quality improvement projects.
Work closely with educational team to organize and coordinate all residency program social and special events including resident graduation dinner.
Assist with resident/fellow rotation scheduling and education lectures under the direction of the Program Coordinator. Including medical students in didactic learning where appropriate.
Schedule and organize meetings, record and transcribe minutes, and distribute agendas.
Assist in coordinating observers/job shadowing for department when needed.
Act as a liaison between departments, attending physicians, faculty members, and administrators within ChristianaCare and outside institutions.
Work collaboratively with a variety of educational and clinical offices.
Maintain confidentiality at all times.
Demonstrate ability to work autonomously.
Demonstrate compliance with ChristianaCare and departmental policies and procedures and mandatory education requirements including but not limited to safety, infection control, attendance and dress code.
Performs other related duties as required.
Develops processes to improve office efficiency by standardizing formats for routine correspondence and identifies areas for improved efficiency.
Performs assigned work safely, adhering to established program safety rules and practices. Reports to the appropriate personnel, in a timely fashion, any unsafe activities, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
Abides by all ChristianaCare and program policies.
SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS:
Frequent contact with Program Directors, Associate/Assistant Program Directors, Program Manager, Program Coordinators, GME/UME Office, faculty physicians, fellows, residents and students, staff, and representatives of other educational institutions. Interaction with other programs and Christiana Care personnel as relevant to program function.
DIRECTION/SUPERVISION OF OTHERS:
Reports directly to an Education Program Manager
EDUCATION AND EXPERIENCE REQUIREMENTS:
Minimum of Associate's Degree in Office Administration/Secretarial Science/relevant degree, or minimum of three (3) years-experience demonstrating knowledge and skills relevant to the position.
Experience working in Graduate Medical Education preferred.
Familiarity with the organization and processes of undergraduate and graduate medical education, or the ability to learn.
At least three (3) years progressive administrative assistant experience or equivalent, demonstrating successful office management experience.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
Proficient in multi-tasking, problem-solving, prioritizing, organizing and planning.
Ability to work independently and in a collaborative team environment, consisting of a diverse population.
Ability to work in a fast-paced environment. Adaptability and flexibility to changes in work environment are essential.
Excellent communication (oral and written), and interpersonal skills. Excellent language, sentence structure, spelling, grammar and punctuation skills and ability to copy edit documents created by Program Director.
Proficient in Microsoft applications, CCHS products and programs and standard office equipment. Willingness to learn new software applications. Working knowledge of applications and processes relevant to fellow and residency programs, including advanced knowledge of evaluation software and databases; application services; Matching programs; licensure; visa regulations; accrediting bodies (e.g., ACGME, ACCME, CMS, Joint Commission, OSHA, and/or other discipline-specific accrediting and regulatory bodies); thorough knowledge of institution-specific accreditation requirements.
Prolonged periods of sitting, reading a computer monitor
Some standing, walking around CCHS campus, bending, light lifting, pushing, pulling, and carrying.
General pleasant office environment.
Occasional after hours, early morning, and/or weekend work may be required.
Routine day shift, Monday - Friday.
Internal Number: JR57664
About ChristianaCare Health System
ChristianaCare Health System is headquartered in Wilmington, Delaware and is one of the country's largest health care providers, ranking 21st in the nation for hospital admissions. Christiana Care is proudly a Nurse Magnet recognized institution. Christiana Care Health System is also one of the largest health care providers in the mid-Atlantic region, serving all of Delaware and portions of seven counties bordering the state in Pennsylvania, Maryland and New Jersey. A not-for-profit, non-sectarian health system, Christiana Care includes two hospitals with more than 1,100 patient beds, and is a major teaching hospital with two campuses. Christiana Care is continually recognized for excellence on a regional and national level. Our role in the community is expressed in the Christiana Care Way: "We serve our neighbors as respectful, expert, caring partners in their health. We do this by creating innovative, effective, affordable systems of care that our neighbors value."Christiana Care is a great place to work because we value diversity and recognize it to be a core part of our success. Because of the diversity of our employees, affiliated health professionals and volunteers, we are ...positioned to meet the unique needs of our patients and community. We acknowledge and celebrate the uniqueness and talent of each employee. Because of our talented workforce we are able to provide a quality healthcare experience to our patients and community. We strive to create an inclusive environment in which individual diversity can be leveraged and thrive. Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.