Overview
Front Desk/Office Assistant (Part-Time Position) – North Houston Jobs in Porter, TX at SpectrumAM
Job Summary: Working under the supervision of the Chairs for the departments of Psychiatry and Surgery, the full-time Administrative Assistant performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization. Provide quality administrative support by displaying sound judgment, accuracy, diplomacy, confidentiality, and discretion.
Job Duties:
1. Coordinate and maintain student and preceptor records for the two departments, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, and preceptor files.
2. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement. Assist Chairs and Director of Student Rotation in arranging clinical rotations, contacting preceptors, verifying rotation assignments with precepting physicians.
3. Maintain a current list of current site / rotation vacancies and opportunities in order to assist in placement of students in case the need arises.
4. Interact with rotation site coordinators, preceptors and their office managers.
5. Coordinate and organize teacher associates and schedules as well as work closely with Medical Education to assign students to ECE experiences.
6. Communicate on a monthly basis with third- and fourth-year students regarding their upcoming rotations.
7. Coordinate site visits and conference calls with core site preceptors (actual site visit once each year and followed by a conference call approximately six months later; to include preparation of meeting documents – agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.
8. Ensure submission of all necessary faculty credentialing information (CV, state license, board certificate, etc.)
9. Maintain and update office Outlook calendar for each department chair to coordinate workflow (lectures, meetings, site visits, labs, etc.)
10. Monitor and assist with maintenance of the departmental website pages. Assure up to date biographies of preceptors.
11. Assure that each individual clinical site’s instructions are kept updated and accurate for student reference.
12. Maintain and update department Clerkship Manual when needed.
13. Input lecture exam questions into ExamSoft/SoftTeach software.
14. Create and modify documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, including (but not limited to) preceptor payment invoices, master and individual site rotation schedules, site instructions, and yearly department newsletter.
15. Order office supplies as needed for the departments.
16. Support staff in assigned project-based work.
17. Assist with SP Testing, Practicals and ECE testing throughout academic year.
18. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and graduation.
19. Assist in producing a periodical newsletter for the Departments of Psych and Emergency Medicine.
20. Maintaining the appropriate COCA binders for the Departments of Psych and Emergency Medicine.
21. Perform other duties as assigned in order to support the Department of Clinical Affairs and VCOM.
Required Qualifications:
Education: Associate or bachelor’s degree, or equivalent experience.
Licensure or certification: n/a
Experience: One to three years prior experience in office management preferred
Other skills important to this position:
· Knowledge of principles and practices of basic office management and organization, including information gathering and monitoring
· Be highly organized, detailed-oriented and able to multi-task in a fast-paced environment
· Ability to work well either alone or as part of a team
· Excellent interpersonal and communications skills
· Strong team player
· Commitment to organization’s values
· Knowledge of Microsoft Office, telephone protocol, Polycom/Video conference equipment and email applications
Preferences may be given to applicants who have experience with medical terminology and operation of medical education protocol and operations.
Job Type: Full-time
Pay: From $38,000.00 per year
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Ability to Relocate:
Monroe, LA 71203: Relocate before starting work (Required)
Work Location: In person
Title: Front Desk/Office Assistant (Part-Time Position) – North Houston
Company: SpectrumAM
Location: Porter, TX
