Education Program Assistant

Job Requisition #: JR57664

End Date: 8/9/2021

Location: Wilmington, Delaware

Position Type: Clerical/Administrative/Billing

Shift: Day Shift, No Rotation

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PRIMARY FUNCTION:

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.  

Miscellaneous

  • 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:

  • None

DIRECTION/SUPERVISION RECEIVED:

  • 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.

SPECIAL REQUIREMENTS:

  • None

PHYSICAL DEMANDS:

  • Prolonged periods of sitting, reading a computer monitor
  • Some standing, walking around CCHS campus, bending, light lifting, pushing, pulling, and carrying.

WORKING CONDITIONS:

  • General pleasant office environment.
  • Occasional after hours, early morning, and/or weekend work may be required.
  • Routine day shift, Monday - Friday.

Why do WE offer careers full of possibilities?

For the Love of Health.

Inclusion & Diversity

At ChristianaCare, we’re committed to treating everyone with dignity and respect. We believe in a safe, inclusive work environment that fosters collaboration between caregivers from all walks of life. We know that each unique viewpoint is vital in delivering high-quality, safe patient care to everyone who walks through our doors. Our policies, benefits, hiring practices, employee resource groups, and corporate citizenship demonstrate our commitment to inclusion and diversity throughout our system.

Why do we embrace inclusion and diversity? For the Love of Health.

Our Values

We serve together in Love and Excellence. Our unique values, Love and Excellence are bold and powerful, and they are the reason why working for ChristianaCare is special. The behaviors associated with our values guide how caregivers interact with everyone they work with and make for an exceptional work experience. We believe that when you lead with Love, Excellence is inevitable.

Benefits

ChristianaCare’s comprehensive total rewards package is one of the most competitive in the region. We are proud to offer excellent benefits that reflect the organization’s commitment to being exceptional today and even better tomorrow.

At ChristianaCare, we provide access to high-quality and affordable benefits designed to meet our caregivers where they are. You can tailor your benefits to meet your needs now and adjust them as your priorities change.

Take advantage of ChristianaCare’s wide-ranging benefit offerings from supporting optimal health through medical, prescription, dental and vision coverage to valuable wellness and work/life programs, which include paid parental leave, coverage for infertility and assisted reproductive technologies, an employer-funded short-term disability program, and more.

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Our region offers a diversity of cultures, lifestyles, sports and entertainment events, housing options and educational opportunities. Located between Philadelphia and Washington, D.C., our locations provide easy access to two international airports, employment opportunities in a tri-state area, and proximity to some of the nation's top universities and colleges, as well as beaches in MD, DE and NJ!

Why Delaware? Why Maryland?
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We Serve Together

For the Love of Health

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