Administrative Assistant III

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Job description

POSITION RESPONSIBILITIES:
The Administrative Assistant III supports the psychiatry clerkship and acting internship at the Albert Einstein College of Medicine (College). The Administrator reports to the Director of Curriculum Management in the Office of Medical Education. Partnering with the clerkship director and other clerkship administrators, the administrator is the primary point of contact for students and instructors on any matter related to the clerkship and acting internship. The administrator ensures that student schedules are set and communicated to clinical sites, faculty members, and students. The administrator coordinates and manages the schedule of student learning sessions during the clerkship and oversees the process by which students get feedback on their performance and receive final grades in the clerkship and acting internship. The administrator oversees the tracking of student logging of procedures and conditions and also serves as a proctor for clerkship examinations.

The administrator coordinates the Medical Student Program including the Psychiatry clerkship (MSIII) and Acting-internship (MSIV). Coordinates orientation of students and scheduling rotations at work sites. Maintains student files. Collects and tabulates student evaluations. Proctors medical student exams that utilize NBME questions. Coordinates travel arrangements for the Medical Students. Point person for Medical Students in addressing their needs during their Psychiatry rotations. In the absence of Residency Program Secretary and in high activity periods/during the recruitment season, may provide cross-coverage and support to Psychiatry Residency Program. Performs related work as required.

Function as the first-contact liaison to students, faculty, residents, fellows, clerkship and acting internship sites and site leaders, and school administration for any issues or questions relating to the psychiatry clinical rotations.

Provide primary support for the clerkship and acting internship director/s in matters relating to the clerkship and acting internship, and function as his/her/their representative if requested.

Manage daily operations of the student office and the clerkship and acting internship, organize and prioritize necessary tasks, initiate changes, and resolve issues as they arise.

Understand the curricular goals, policies, and standards of the psychiatry clerkship and acting internship, department, and medical school and be able to communicate those to students, faculty, residents, and fellows.

Participate in implementing and tracking mid-clerkship feedback, observed clinical encounters, and grading processes including preparation of final grades for submission.

Responsible for coordinating 3rd-year medical student clerkship and 4th-year acting internship rotation at all clinical sites.

Prepares and distributes student schedules and all orientation materials.

Invite instructors and follow up with them to provide clerkship and acting internship teaching and foster instructor retention.

Create and distribute electronic student evaluation forms and monitor their completion while maintaining complete and accurate student files. Provide central data reports on compliance in completion of student evaluations, mid-clerkship feedback, and observed clinical encounters.

Prepare data analysis reports at the direction of the clerkship and acting internship director/s and/or school administration.

Serve as a representative for the psychiatry department and interact collaboratively with other departments and college units including student affairs, medical education, registrar, clinical sites, and the registrar.

Know the medical school calendar and courses/clerkships/acting internships offered.

Assist in distributing teaching evaluations to instructors and in the development of quality improvement and other annual reports.

Prepare departmental letters of recommendation for students.

Support the psychiatry interest group.

Maintain a list of student study, relaxation, and work-related spaces at all clinical sites used by the clerkship and acting internship.

Prepare clerkship and acting internship materials.

Participate in the clerkship and acting internship orientation.

Administer/Proctor NBME or other required examinations. Add students to roster for end-of-clerkship NBME subject exam.

Participate in the preparation of LCME accreditation materials.

Plan, support, and attend faculty retreats, faculty development sessions, and other meetings and functions.

Collaborate with site leaders and site staff members to complete work for the clerkship and acting internship.

Attend and participate in regular meetings of other clerkship/acting internship administrators.

Provide coverage, at times, for other pre-clerkship and clinical phase courses/clerkships.

Understand institutional policies and procedures.

Schedule and coordinate meetings and conference calls.

Integrates and promotes Montefiore Standards of Excellence in daily practice.

Other related duties, as necessary

QUALIFICATIONS:
High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered.

Well-developed interpersonal skills, including the ability to deal effectively with all levels of personnel, both within and beyond the college.

Excellent written communication skills.

Time management and organizational skills; must demonstrate the ability to prioritize and

accurately complete tasks independently.

Proficiency in basic bookkeeping, record maintenance, and report development.

Excellent problem-solving and decision-making skills.

Conflict resolution and negotiating skills.

Professionalism, discretion, and confidentiality

Basic understanding of medical and adult education

Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web-based programs, as assigned.

Experience using survey software (e.g. Qualtrics or survey monkey)

Experience with learning management systems (e.g. Canvas)

Experience with clinical log books and student evaluations software (e.g. one45).

Must demonstrate good judgment, initiative, and attention to detail.

Must be able to effectively track time and resources to prioritize own work assignments.

Must be able to work independently and produce quality work from conception to completion on assigned projects.

Must possess strong customer service, communication and organizational skills.

Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices.

Uses independent judgment when responding to inquiries

Hiring Rate:
$28.17

Post Probationary Rate:
$28.70

Job Rate:
$29.59

About Us:
At Albert Einstein College of Medicine, our mission is to train M.D. students to become compassionate physicians and future leaders in medicine who change the practice of health-care. As a student in our M.D. program, we encourage you to look beyond the classroom and participate in clinical experiences that open your heart and mind to expand your knowledge of medicine.

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