PROGRAM ASSISTANT (TEACHING HEALTH CENTER)

Program Assistant

The purpose of the Program Assistant is to provide clerical support to the Teaching Health Center (THC)'s: GME DIO, Associate DIO, Program Directors, GME Programs Manager and Program Coordinators.

Position Requirements / Qualifications:

Education/Experience: A minimum of High School Diploma or GED Equivalent. Two (2) years data experience required. Two (2) years of experience with direct public.

Licensure / Certification: Maintain current CPR certification from the American Heart Association.

Skills / Ability: Ability to work as a team member. Must have clerical skills, ability to type 30 - 35 wpm. Dictation skills, typing skills, computer skills, interpersonal training and skills. Must be computer literate. Ability to prioritize and communicate progress against deadlines. Strong, current technical skill, conceptual and analytical skills. Ability to demonstrate effective oral and written communication skills.

Position Responsibilities (This is a non-exempt position):

• Processes and maintains confidential information of the residency programs as needed.
• Greets guests/staff to the Teaching Health Center; takes messages and/or directs to appropriate Program Coordinator.
• Provides assistance in the day-to-day operations of the Teaching Health Center; Assists with receiving, opening, and routing incoming mail.
• Distributes outgoing mail - Makes copies and distributes appropriately.
• Scans information and distributes appropriately.
• Assists with classifying, sorting, and filing correspondence, records and other documents.
• Faxes information as requested; forwards incoming faxes to proper area/individual.
• Attends meetings and records minutes, as assigned.
• Assists in Orientation process of new residents and Residency Recruitments as needed.
• Schedules and coordinates meetings and facilities which may include travel and lodging arrangements, distributing materials, arranging for refreshments, preparing name tags and transcribing minutes
• Types various activity reports, work orders, requisitions, personnel forms and similar documents as requested.
• Assists with typing, gathering, duplicating and assembling materials to be covered at various meetings.
• Identify gaps in the existing reporting and develops and recommends efficient solutions for users.
• Shares data with appropriate staff as necessary.
• Develop and maintain a tracking log to be used by the Coordinators, Managers and Program employees.
• Keep up with changes regarding GME requirements regarding data collection and data entry.
• Data entry and updating information in New Innovations for the programs as needed.
• Manage and analyze data for reporting.
• Assist with database and operational control procedures; including, monitoring security, data integrity, error reports and error resolution.
• Always use appropriate and correct telephone etiquette.
• Reports to work on time and ready to work with minimal absenteeism.
• Adheres to the Confidentiality Policies and Procedures / HIPAA Regulations.
• Other duties as assigned by to help with everyday office procedures and processes related to the GME programs.