Administrative Assistant Medicine & RMUP

Position Description

I.

Job Summary:

Working under the supervision of the Chairs for the departments of Family Medicine &RMUP, 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. The candidate will provide quality administrative support by displaying sound judgment, accuracy, diplomacy, confidentiality, and discretion.

• a. Coordinate and maintain student and preceptor records for the departments, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, rotation evaluations and preceptor files.
• b. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement.
• i. Assist Chairs and Directors of OMS 3 & OMS 4 in arranging clinical rotations, contacting preceptors, verifying rotation assignments with precepting physicians.
• ii. Maintain a current list of site / rotation vacancies and opportunities in order to assist in placement of students in case the need arises.
• c. Interact with rotation site coordinators, preceptors and their office managers to assist in development of clinical rotation assignments and preceptor availability rosters
• d. Coordinate and organize teacher associates and schedules as well as work closely with Medical Education to assign students to Early Clinical Experiences (ECE).
• e. Communicate on a bi-monthly basis with third year students regarding their upcoming rotations.
• f. Coordinate site visits and conference calls with core site preceptors (actual site visit once each year and followed by a conference call or zoom approximately six months later) to include preparation of meeting documents - agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.
• g. Ensure submission of all necessary faculty appointment & re-credentialing information (CV, state license, board certificate, etc.). Assist the Department of Clinical Affairs and the Site Coordinators in obtaining all documentation required for the appointment and reappointment of physicians within the departments of Family Medicine and RMUP. Work with the respective Chairs to ensure they contact any new clinical faculty members and assist them in providing the Chair letter of recommendation when required.
• h. Maintain and update office Outlook calendar for each department chair to coordinate work flow (lectures, meetings, site visits, labs, etc.)
• i. Assist the Chair in the ongoing monitoring of and revision of both 3rd and 4th year department website to ensure all information is of high quality, accurate and up to date.
• j. Assure that each individual clinical site’s instructions are kept updated and accurate for student reference.
• k. Maintain and update department Administrative Manual and discipline websites.
• l. Maintain and update department Preceptor Manual.
• m. Input all lecture exam questions into Exam Soft software. Assist the chair in the evaluation of exam performance statistics and in posting any modifications to exam questions based on the statistical data provided.
• n. 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, and yearly department newsletter.
• o. Support staff in assigned project-based work.
• p. Assist with SP Testing, OSCEs, Practicals, Clinical Skills Labs and ECE testing throughout academic year.
• q. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and Graduation.
• r. Assist both the…