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Executive Administrative Assistant

2 months ago

Saginaw, United States CMU Health Full time
Job DescriptionJob Description

GENERAL STATEMENT OF DUTIES:

The Graduate Medical Education Office provides management and administration of the residency training programs for CMU Medical Education Partners in Saginaw. This oversight function includes but is not limited to ongoing maintenance of institution and program-level accreditation, appointment of resident trainees and assurance that clinical educational objectives are met. The Executive Administrative Assistant (EAA) will work in concert with the Designated Institutional Official and the entire GME Department to achieve the goals stated above. The EAA will also serve a key role in the successful representation, coordination and operation of the Graduate Medical Education by performing a variety of complex administrative/clerical functions to ensure that the office functions efficiently and effectively. The individual selected will be an organized, dynamic self-starter who will coordinate the routine and ad hoc medical education functions, events, presentations and reviews that are inherent in the oversight described above. The position requires a high degree of professionalism, responsiveness, and attention to detail, as well as the ability to handle/process confidential matters appropriately. In addition, the applicant will have a proven ability to be task and results oriented as multiple priorities are handled.

ESSENTIAL FUNCTIONS:

  1. Serve as liaison between GME administration, University and/or hospitals officials, physician faculty/staff, residency program staff, residents, internal/external cohorts and a host of other critical contacts in the medical education environment.
  2. Provide day-to-day oversight of functions related to GME initiatives, work assignments, calendars and support necessary to accomplish educational goals and objectives.
  3. Schedule and maintain daily calendars, coordinate travel arrangements/accommodations, schedule conference attendance and registration.
  4. Establish and maintain centralized filing system and files for medical education documentation and trainees.
  5. Prepare meeting notices, agenda preparation and distribution; provide administrative staff support to committees; create and maintain accurate meeting summaries.
  6. Work collaboratively and collegially to coordinate, as needed, the efforts of others on routine and non-routine projects that originate at all levels of the organization.
  7. Handle a variety of matters involving contact with various staff, board members, committees and the public.
  8. Engage in routine decision-making and independent judgment as needed and within the scope of responsibility.
  9. Work collaboratively with program support staff; provide support and guidance as needed for problem identification and resolution.

REQUIRED EDUCATION AND EXPERIENCE:

  1. Must have bachelor’s degree and have 5-7 years’ progressively responsible experience in an office environment.
  2. Must have excellent, well-developed written and verbal communication skills, excellent interpersonal skills, and a professional demeanor.
  3. Schedule appointments and meetings, send correspondences, prepare agendas and meeting areas (with equipment and food as necessary), take minutes, copy and distribute materials to participants.
  4. Create correspondence, take minutes as required. Maintain file of all office correspondence.
  5. Planning special projects or events either departmentally or corporate specific, requiring organization and planning.
  6. Perform work on a personal computer of an advanced nature (i.e., beyond basic word processing); database data entry, spreadsheets, and online calendars varying in nature and scope relative to departmental needs.
  7. Engage in routine decision making and consult with others as appropriate.
  8. May be assigned regular or ad-hoc projects to meet the needs of the respective department or other corporate task forces.

CMU is an AA/EO institution, providing equal opportunity to all persons, including minorities, females, veterans, and individuals with disabilities.