Administrative Assistant Internal Medicine

Position Description

I.

Job Summary:

Working under the supervision of the Discipline Chairs for the departments of Internal Medicine, the full-time Administrative Assistant performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization. Provides quality administrative support by displaying sound judgment, accuracy, diplomacy, confidentiality, and discretion.

II.

Job Duties:

a. Coordinate and maintain student and preceptor records for the internal medicine

department, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, and preceptor files.

b. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement.

i. Assist Chairs and Director of OMS 3 and OMS 4, in arranging clinical rotations, contacting preceptors, verifying rotation assignments with precepting physicians

ii. Maintain a current list of current site/rotation vacancies and opportunities in order to assist in placement of students in case the need arises.

c. Interact with rotation DSME’s, site coordinators, preceptors, and their office managers.

d. Communicate on a monthly basis with third year students regarding their upcoming rotations.

e. Coordinate site visits and conference calls with core site preceptors (actual site visit once each year, and followed by a conference call approximately six months later) to include preparation of meeting documents - agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.

f. Ensure submission of all necessary faculty credentialing and recredentialling information (CV, state license, board certificate, residency certificate, and medical diploma.) to the APT committee.

g. Maintain and update office Outlook calendar for each department chair to coordinate workflow (lectures, meetings, site visits, labs, etc.).

h. Monitor and assist with maintenance of the departmental website pages. Assure up- to-date biographies of preceptors.

i. Assure that each individual clinical site’s instructions are kept updated and accurate for student reference annually.

j. Maintain and update department Clerkship Manual when needed.

Job Title:

Administrative Assistant – Internal Medicine

Department:
Clinical Affairs Date:
October 2026

Employee Category:
Classified Staff

Work Schedule:

M-F, 40 hrs./wk.

Reports to:

Discipline Chair for Internal Medicine

Percent Employment: 100%

Direct Reports: n/a

k. Input End of rotation exam questions into Exam Soft/Soft Teach software as needed.l. Create and modify documents using word processing, spreadsheet, database and/or

other presentation software such as Microsoft Office, including (but not limited to) preceptor payment invoices, master and individual site rotation schedules, site instructions, department newsletter, and Board reports.

m. Order office supplies as needed for the department.n. Support staff in assigned project-based work.o. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony,

graduation, golf tournament, Alumni Reunion Weekend, VOMA conferences, and other conferences as needed.

p. Attend all department and interdisciplinary meetings related to the role.q. Perform other duties as assigned in order to support the Department of Clinical

Affairs and VCOM.

III.

Required Qualifications:

Education:

Associate degree or combination of college level coursework and work experience. Bachelor's degree preferred.

Licensure or certification: n/a

Experience:

One to three years prior experience in office management preferred Other skills important to this position:

Knowledge of principles and practices of basic office management and…