Job Description

Assists the manager of business operations for the residency program in the planning, organizing and coordinating of the administrative areas for the Family Medicine Residency. Coordinates communications with the students, residents, faculty physicians and other hospital personnel as necessary. Major duties include coordinating resident rotation schedules, managing various record keeping processes and performing license processing. Other duties include coordinating special programs for the graduate medical education program such as graduation, faculty advisor meetings and other GME meetings.

Essential Job Functions

• Functions as the administrative assistant to the Program Director, and Manager Business Operations Residency Program.
  • Manages meeting schedules, keeps all parties informed of changes and conflicts.
  • Receives phone calls and visitors; arranges appointments and interviews.
  • Facilitates meeting scheduling including coordinating attendees, location, and timing.
  • Prepares agendas and minutes of meetings as requested, distributing as appropriate.
• Facilitate licensing of Family Medicine Residents.
  • Communicate with State Board of Medicine regarding licensing requirements.
  • Distribute licensing packets to incoming students.
  • Verification of licensure with State Board of Medicine.
  • Communicate discrepancies between licensing board and resident applicant.
• Maintains Residency program records.
  • Maintains resident lecture attendance records.
  • Maintains resident physician's profiles, CME, PTO, etc.
  • Verifies completion of resident physician education requirements.
  • Assists Manager and Program Director with accrediting body reviews of Residency Program.
  • Maintains department policy manual, making revisions under the direction of the Manager or Program Director.
  • Utilizes New Innovations Residency Software System to track and maintain licensing/credentialing information, duty hours, and generate reports needed by the Program Director.
  • Generates Resident contracts.
  • Distributes 360 degree evaluations twice annually.
• Facilitates Residency applicant interviews.
  • Operates the Electronic Residency Application Service (ERAS).
  • Arrange for overnight accommodations for incoming applicants.
  • Generate reports from ERAS.
  • Coordinate applicant interview schedule.
  • Facilitate travel to and from the family health center offices as needed.
  • Assist the applicant with special needs for interview process.
• Coordinates daily operations for the Residency office.
  • Arranges for repair and servicing of office equipment.
  • Arranges for maintenance work and repairs necessary in the residency office.
  • Orders and stocks office supplies needed for daily operations.
• Assists with coordination of communications and projects related to the physician practices.
  • Provides assistance to the Program Director and Manager in maintaining communication among the practices.
  • Develops communication independently, as required, such as memos, agendas, notices, etc.
  • Assures that all correspondence is in final format for publishing, distributing, or communication.
  • Assists with the coordination of projects with minimal supervision.
• Process Vacation/Continuing Medical Education Requests.
  • Record and track vacation/cme requests.
  • Communicate with chief resident and nurse manager vacation/CME absences for purposes of scheduling and payroll.
  • Prepare check requisitions for CME expenses/travel expenses.
• Organize residency orientation schedule.
  • Coordinate speakers for resident orientation session.
  • Assist Program Director/Associate Program Director/Manager, Business Operations with presentation of orientation.
  • Attend team building session.
  • Assist with copying/distribution of orientation material.
• Coordinate Residency Graduation.
  • Plan menu with facility hosting residency graduation.
  • Construct invitations.
  • Maintain address data bank for mailing invitations.
  • Attend residency graduation.
  • Assist Program Director/Associate Program Director with distribution of diplomas and awards.
  • Communicate with calligrapher for residency diploma information.
• Coordinate Children Hospital Rotation
  • Distribute, collect and process credentialing papers for residents to rotate at Children’s.
  • Forward materials for rotation i.e. licensing documents, child abuse clearances, etc. as required.
• Communicate on an ongoing basis with coordinator and Chief Resident at Children’s Hospital to coordinate schedule needs for the rotation.
• Construct and distribute annual resident and faculty award ballots.
• Other duties as assigned.

Competency and Experience [Knowledge, Skills and Abilities]

Required Qualifications/Experience

• High School Diploma, GED or higher level of education.
• Minimum one (1) year Secretarial experience at an Administrative or Executive level.
• Strong leadership ability, good organizational skills, independent and critical thinking skills, sound judgment.
• Strong ability to communicate complex and/or controversial topics and concepts to a wide and diverse audience.

• Functional Skills on PC and Related Software (Microsoft Office)
• Knowledge of basic Office Equipment such as copier, fax machine, etc.

• Proficiency in Microsoft Office including Outlook.

Preferred Qualifications/Experience

• No preferred qualifications.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between System locations.

Equal Employment Opportunity

Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.

Disclaimer

This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Work Environment

hen lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps/shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely – Less than 0.25 hours or less than 2 reps/shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Extreme Heat

x

Extreme Cold

x

Heights

x

Confined Spaces

x

Extreme Noise(>85dB)

x

x

Mechanical Hazards

x

Use of Vibrating Tools

x

Operates Vehicle

x

Operates Heavy Equipment

x

Use of Lifting/Transfer Devices

x

Rotates All Shifts

x

x

8 Hours Shifts

x

10-12 Hours Shifts

x

x

On-Call

x

Overtime(+8/hrs/shift; 40/hr/wk)

x

x

Travel Between Sites

x

Direct Patient Care

x

x

Respirator Protective Equipment

x

Eye Protection

x

Head Protection (hard hat)

x

Hearing Protection

x

Hand Protection

x

Feet, Toe Protection

x

Body Protection

x

Latex Exposure

x

Solvent Exposure

x

Paint (direct use) Exposure

x

Dust (sanding) Exposure

x

Ethylene Oxide Exposure

x

x

Cytotoxic (Chemo) Exposure

x

Blood/Body Fluid Exposure

x

Chemicals (direct use) Exposure

x

Mist Exposure

x

Wax Stripper (direct use)

x

Non-Ionizing Radiation Exposure

x

Ionizing Radiation Exposure

x

Laser Exposure

x

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.

Essential – Absolute Necessity.

Marginal – Minimal Necessity.

Constantly – 5.5 to 8 hours or more or 200 reps/shift.

Frequently – 2.5 to 5.5 hours or more or 32-200 reps/shift.

Occasionally – 0.25 to 2.5 hours or 2-32 reps/shift.

Rarely – Less than 0.25 hours or less than 2 reps/shift.

Physical Condition

Essential

Marginal

Constantly

Frequently

Occasionally

Rarely

Never

Bending (Stooping)

x

x

Sitting

x

Walking

x

x

Climbing Stairs

x

Climbing Ladders

x

Standing

x

x

Kneeling

x

x

Squatting (Crouching)

x

Twisting/Turning

x

x

Keyboard/Computer Operation

x

x

Gross Grasp

x

x

Fine Finger Manipulation

x

Hand/Arm Coordination

x

x

Pushing/Pulling(lbs. of force)

x

x

Carry

x

x

Transfer/Push/Pull Patients

x

Seeing Near w/Acuity

x

x

Feeling (Sensation)

x

x

Color Vision

x

x

Hearing Clearly

x

x

Pulling/Pushing Objects Overhead

x

Reaching Above Shoulder Level

x

Reaching Forward

x

x

Lifting Floor to Knuckle

10-20

x

Lifting Seat Pan to Knuckle

5-10

x

x

Lifting Knuckle to Shoulder

###

x

Lifting Shoulder to Overhead

###

x

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.