Medical Education Program Assistant

Job Requisition #: JR62123

End Date: 5/23/2022

Location: Wilmington, Delaware

Position Type: Clerical/Administrative/Billing

Shift: Day Shift, No Rotation

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ChristianaCare is searching for a Medical Education Program Assistant to provide administrative support to a variety of Residency and Fellowship programs within Academic Affairs supporting the Undergraduate and Graduate Medical Education efforts within. This position will provide additional support to Core Faculty, Program Education Administrators, and Residents for the Family Medicine, and Emergency Medicine/Family Medicine Residency Programs and Sports Medicine Fellowship. 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.

PLEASE NOTE: This position will be split between two locations: Foulk Rd. and Wilmington Hospital.

Principal duties and responsibilities:

Arrange meetings, lunches, and manage calendars. Make travel arrangements; process reimbursements; assist with credentialing paperwork; track and report time.

Maintain assigned faculty effort reports.

Plan and manage the day-to-day activities. Coordinate education and meetings. Maintain required records needed for UME and GME.

Manage conference schedule including room reservation, distributing information to all speakers and attendees.

Assist with proctoring ABFM and ACOFP ITE examinations at multiple locations.

Assist medical students and residents in:

  • Become 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.
  • Orientation/onboarding
  • Gather medical student feedback/evaluations.
  • Distribute daily medical student work assignments.
  • Coordinate exit evaluations with medical director.

Maintain accurate and complete confidential files and records. Monitor evaluations and letter of recommendations.

Assist with the residency/fellowship processes/scheduling as determined by the Program Education Administrator.

Assist with the residency/fellowship recruitment process as determined by the Program Education Administrator.

Assist with the residency/fellowship intern orientation process as determined by the Program Education Administrator.

Compile, distribute, and collect surveys and submit accurate reports related to UME and GME as determined by the Program Education Administrator.

Assist with accreditation site visits, including the preparation of self-study and site visit documentation.

Assist the Program Director and Program Education Administrator 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.

Assist with resident/fellow rotation scheduling and education lectures under the direction of the Program Education Administrators. 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.

Maintenance, ordering and delivery of supplies in the resident's room at Wilmington Hospital (WHIP), Foulk Road, and Westside.

Data entry for residents records and scheduling in New Innovations

Develops processes in collaboration with the Program Education Administrators to improve office efficiency by standardizing formats for routine correspondence and identifies areas for improved efficiency.

Performs other related duties as required, to include assisting the two Wilmington residencies as needed.

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.

EEO Statement: 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.

UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.

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.


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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