This position provides advanced-level support as Administrative Assistant to various faculty members, division chiefs, managers, and directors of academic departments. Is also responsible for managing the daily operations of the fellowship program and works with the Fellowship Director to assure compliance and accreditation.
1. Types grant proposals, manuscripts, scientific papers, correspondence, memos, speeches, patient medical reports from recorded tapes and handwritten drafts. Formats documents using Microsoft Word, Excel, and Power Point. Proofreads and edits documents, correcting spelling and grammar. Writes correspondence on behalf of faculty members, managers, and others.
2. Plans and coordinates preparation of grant applications for NIH, other federal agencies, private foundations, and pharmaceutical companies. Ensures that the most recent grant forms are utilized for grant submissions. Ensures that grant application forms are filled out correctly. Obtains information required to complete various sections of grant applications. Uses bibliography management software to enter, format, and sort references. Uses electronic submission software for electronic grant submissions. Assists faculty members with the use of the software for the scientific portions of grants. Works with Research Administration to ensure that grants are submitted correctly and are accepted by the NIH. Troubleshoots any problems with electronic grant submissions.
3. Assists in the development and administration of spreadsheets, tracking tools, presentations, speeches, etc., using sophisticated application software that requires a high degree of independent functioning. May create graphics from various computer software programs for publications and grant applications. May embed graphics in text.
4. Manages the annual fellowship recruitment process. Develops and maintains on-line versions, as appropriate. Fields prospective fellow information requests. Provides information to prospective applicants regarding interview days. Prepares for the Fellow Match process, including coordinating a faculty ranking session and ultimate submission of Match list to the on-line system.
5. Coordinates, verifies and facilitates all incoming residents’ and fellows’ required documentation including licenses, visas and credentialing. Prepares materials and coordination of new fellow orientation. Develops and revises schedules for fellow rotations. Edits and maintains program manuals, brochures and materials.
6. Prepares and coordinates statistics and reports for ACGME/GME/AAMC/ABAI. Responsible for fellowship data and recordkeeping. Manages the on-line Fellowship recruitment tool, NRMP, used as the mandatory Fellow "match" mechanism. Manages the software required by the GME office for Fellow reporting. Additionally manages software used for Fellow evaluations or a host of other Fellowship needs.
7. Manages hard copy and electronic files of Fellows who enter or leave the program, and responds to all requests for verification, evaluation, credentialing information, letters of recommendation for future contacts and responds to all requests for confirmation of Fellowship or letters of reference.
8. Coordinates the department web site as it relates specifically to the fellowship program. Develops and maintains Power Point presentations as required by the Department.
9. Assists in the coordination of the ACGME Fellowship Program Information Form (PIF) and supports the entire accreditation process.
10. Understands and applies regulatory requirements.
11. Regularly reports to the Fellowship Program Director regarding the status of the fellowship program and associated training requirements.
12. Responsible for coordination of travel arrangements, including: itineraries, reservations, and vouchers.
13. Responsible for setting up conferences, seminars, dinners or special programs.
14. Completes expense vouchers, purchase and supply requisitions, and expense reimbursements. Maintains financial records of purchases, payments, and reimbursements. Monitors expenditures, as directed.
15. Acts as a liaison for faculty with Research Administration, IRB, IACUC, Biosafety, Finance, Purchasing, and Receiving. For clinical faculty, acts as a liaison with Scheduling, Admissions, the Clinic, and other clinical areas. Checks clinical faculty schedules for scheduling conflicts and errors.
16. Orders supplies from various internal and/or external sources. Operates office equipment such as copiers, fax machines, computers, and printers. Replaces cartridges, troubleshoots problems, and calls service when needed.
17. Answers, screens, and routes phone calls. Duplicates documents, processes and distributes mail. Sets up and maintains filing systems.
18. Provides administrative coverage for Administrative Assistant absences and vacancies.
19. Performs all other duties as assigned.
1. Performs, as directed, safety compliance and uses Personal Protective Equipment (PPE), as needed.
2. Participates in Quality Assessment (QA) and Quality Improvement (QI) programs, as directed.
3. Ensures compliance with The Joint Commission and all other Federal, State and Regulatory Agencies.
4. Responds promptly and sincerely to customer’s needs, requests and concerns via all communication forms using easily understood language and refraining from using inappropriate language and non-verbal gestures.
5. Maintains positive working relationships as a team player through problem solving issues, speaking positively about others, listening attentively and observing the Patient Bill of Rights and Confidentiality.
6. Increases customer service knowledge, skill and ability by participating in department and institution-wide specific programs.
7. Incorporates National Jewish’s identity (Science Transforming Life®) into daily functions. Speaks positively about the institution, provides customers with prompt service, maintains a clean and safe working environment, dresses appropriately based upon National Jewish safety standards, and departmental policies and wears an ID badge visibly.
Knowledge and Skills
Demonstrated advanced skills and experience using a PC or Mac including the Microsoft Office Suite (Word, Excel, PowerPoint, Access), typing, written and verbal communication skills, attention to detail, ability to understand and interpret policies and guidelines, problem solving, organization, multi-tasking, general office equipment troubleshooting, and time management. Have the ability to become fully competent in computer programs essential to the position, including Electronic Fellowship Application System and New Innovations. Software will continue to change, must be adaptable to new electronic programs and tools. Must have excellent organizational skills with ability to plan and organize Fellowship needs and activities, establish work priorities and provide follow through to ensure completion of activities, both individually and assisting others with work tasks.
Certification and Licensure
Bachelor’s Degree required.
A minimum of three (3) years of recent Administrative Assistant experience, including a minimum of (1) year of academic-related experience required. Healthcare background and previous fellowship experience preferred.
- or - Any equivalent combination of Education and/or Experience
Position is in an office environment. Frequent requirements may include: sitting for extended periods, entering and manipulating data on a workstation computer and participating in team/executive meetings. Approximately 75% of daily responsibilities will be working both one-on-one and in teams with other personnel and extended one-on-one contact in a quiet environment where hearing and listening is paramount. Must possess the ability to communicate by observation, verbal, written and listening; standing; walking; climbing stairs; stooping to remove/replace files; good hand-eye coordination; lifting, pulling, pushing, and upper body twisting while handling supplies and equipment; sitting while completing paperwork; using keyboard for PC and word processing needs. Occasional requirements may include: stand, walk, use hands to manipulate, handle or feel objects, tools, or controls, reach with hands and arms, stoop, kneel, and lift/move up to 25 pounds. Incumbent may be scheduled to work an alternate schedule to accommodate essential business needs; routine travel by foot or automobile to alternate work/meeting locations may be required, possibly during inclement weather.
No environmental conditions indicated. Professional office environment with time of each day spent in interaction with management/staff, in addition to planning and working autonomously. Requires teamwork and the ability to handle multiple interruptions; frequently fast-paced; high-pressure; occasionally variable-paced; variable pressure. Personal Protective Equipment (PPE) will be provided to each employee when needed as determined by policy. Utilization of PPE is mandatory. Estimated 1700 employees in the worksite.