Office Coordinator (000327)

PURPOSE OF POSITION:

Under general supervision with latitude for independent judgement and initiative, provides secretarial support to the Department of Medicine by processing and submitting all required documents and paperwork in a timely fashion.

DUTIES & RESPONSIBILITIES:

• Handles and routes telephone calls as appropriate
• Schedule meetings, interviews, and appointments for Chair and Associate Chair of Medicine
• Provides administrative support for faculty.
• Maintain and update attendance profile for each attending in New Innovations and Departmental files
• Handle highly confidential material for faculty, and institution
• Types and distributes the vacation schedule for attendings and physician assistant as often as needed

MEDICAL STUDENTS

Program administration:

• Manage daily operations and function as the first-contact liaison to students, community faculty, sites and school administration for any issues or question relating to the clerkship.
• Organize rotations and prioritize necessary tasks (such as meeting deadlines on outgoing evaluations and letters of recommendations) initiate changes in schedules and resolve issues as they arise.
• Interact with OHS, and PAGNY HR for all required documents and procedures.
• Coordinate and distribute monthly Student lectures and is responsible for ensuring that all speakers for lectures are available.
• Functionas a liaison between the Program Director(s), students, faculty, GME Office, participating training sites, and other departments

OTHER DUTIES AND RESPONSIBILITIES

Sorting and distribution of mail/faxes

Dresses in a professional manner

Maintain compliance with Infection Control

Ensures a safe and secure environment free of hazards to reduce the risk of injury to all customers (patient, visitor and staff).

Knowledge of diversity in the work place

Participates in the Performance Improvement activities

Participates in team building activities

Ensures compliance with yearly mandates

Communicates effectively with all levels of personnel

Other clerical duties as assigned including special assignments

Assist in completing other assignments as requested

• Demonstrates competency in the use of the computer.
• Demonstrates knowledge with software packages such as Microsoft Word, Access & Excel.

• Evidence of graduation from High school