What are the responsibilities and job description for the Administrative Assistant position at Middlesex Hospital?
Position Highlights
- Department: Family Medicine Residency Prog
- Hours: 36.00 per week
- Shift: Shift 1
Position Summary
The Residency Program Assistant serves as the main contact person for the Residency Program by phone and email, directs inquiries, maintains critical residency records, coordinates medical student activities, and assists the program manager with program operations.
Essential Duties & Responsibilities
Under direct supervision or direction of the Program Manager:
Direct visitors to the department, respond to email.
Answer incoming telephone calls and offer assistance to callers in an efficient and friendly manner. Take messages, provide assistance, and direct calls as appropriate.
Assist program manager with residency schedule changes.
Maintain and update multiple spreadsheets to track required data and accounts.
Assist the program coordinator with the maintenance of residency files.
Order office supplies for both the office and the resident room in the hospital.
Distribute Eeds (attendance) codes and maintain attendance logs for conferences.
Send out conference evaluations and report data back to Dr. Acevedo and the presenting Attending.
Collect and collate student evaluations.
Maintain applicant files and assist with the coordination of interviews.
Work collaboratively with other residency staff.
Assist with planning and coordination of special events which may require local travel and attendance after hours such as graduation.
Manage the residency calendars, create meeting invites, and create zoom links if needed
Coordinate scheduling meetings for the Program Director.
Organize the work area in a highly efficient manner.
Print and collate training guides and materials as requested.
Update the Family Medicine Intranet page as needed.
Process receipts for reimbursement. Track educational funds and assist with purchasing as needed.
Order catered lunches as needed.
Elicit agenda items, maintain the agenda, and take minutes for various department meetings.
Adhere to all Core Values (Compassion, Pursue Excellence, Cooperation and Collaboration, Upholds Honesty, and Supports Innovation).
Adhere to all Absolutes (Privacy and Confidentiality, Professional Appearance, and Responsibility and Commitment).
Other job related duties as assigned.
Minimum Qualifications
High School Diploma
Collaborative skills
Excellent organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to adapt to new and or changing situations
Proficient computer skills
Initiative
Professionalism
Consistent adherence to the tenets of confidentiality
Preferred Qualifications
Knowledge of Google suite
Experience working in residency education
Experience working as a secretary or in a customer service field
Comprehensive Benefits Offered
- Competitive and affordable benefits package
- Shift Differentials
- Continuing Education assistance
- Tuition reimbursement
- Student Loan relief through Fiducius
- Quick commute access from I-84, Route 9 and surrounding areas
About Middlesex Health
The Smarter Choice for your Career!
Come join one of Connecticut’s Top Workplaces, and a Magnet designated organization! At Middlesex Health, we have a unique combination of award-winning talent, world-class technology, and patient-first care that's making health care better. Through our affiliation with the Mayo Clinic Care Network, Middlesex Health has access to the most advanced medical knowledge and research available.
