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Staff Assistant

Overview: 
Application/Recruitment Process

  • Interviews (18 interview dates)
  • Selection/Match Process
  • Onboarding/Orientation

Compliance Monitoring (Duty Hours, Licensure)

  • Educational Materials
  • ACGME Case Log (monitor)
  • MedHub Evaluations
  • PEC Meetings
  • CCC Meetings
  • Funding for program, travel & cadaver
  • Reimbursements
  • Clear out P-Card
  • Fellowship Directory Updates
  • ACGME Program Updates
  • Appointment Letters
  • GME meetings
  • NRMP Registration
  • Badge Access
  • Update Web pages as needed

 
2 interview dates ( plan/coordinate pre-interview dinner, interview day, including schedule, locations, food,  etc) approximately 17 applicants per day

  • Send out invitation and regret letters
  • Create schedules for faculty and applicants, update/create brochures, name tags, and evaluation sheets for faculty members.
  • Create ranking list/excel spreadsheet and update after each interview day
  • Submit rank list through SF Match by deadline
  • Apply for fellowship funding and provide all quarterly reports (Omega)
  • Apply for 2 travel grants for fellows (Stryker and Zimmer)
  • Submitting/Processing

Reimbursements

  •  Apply for cadaver lab grant (Depuy Synthes)
  • 1 ACGME and 1 non-ACGME

Coordinate non ACGME orientation and onboarding. This includes but is not limited to ordering lab coats, pagers, ID badges, parking permits, requesting badge access, setting up ID and password, requesting scrub access, assisting in orientation schedule
 
CCC Meeting (2/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes
 
PEC Meeting (1/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes
 
3 ACGME fellows

  • 2 interview dates ( plan/coordinate pre-interview dinner, interview day, including schedule, locations, food,  etc) approximately 15 applicants per day
  • Send out invitation/regret letters
  • Create schedules for faculty and applicants, update/create brochures, name tags, and evaluation sheets for faculty members
  • Submit rank list through SF Match by deadline
  • Apply for fellowship program funding (Breg, Acumed, Omega and Integra) submit applications, follow up reporting if necessary
  • Process travel reimbursements for fellows

CCC Meeting (2/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes
 
-PEC Meeting (1/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes
 
2 interview dates ( plan/coordinate pre-interview dinner, interview day, including schedule, locations, food,  etc) approximately 18-20 applicants per day
Create schedules for faculty and applicants, update/create brochures, name tags, and evaluation sheets for faculty members
 
Applications are not submitted electronically. I go through each paper application and review documents, ensuring we have all required documents and confirming receipt. I also go through documents to see if applicant is qualified. After sorting through applications, I scan and load into a shared file to share with faculty members so they can review all applications. I also create a spreadsheet with applicant information so faculty members and decide who they want to interview or not.

  • Send out invitation/regret letters
  • Submit rank list through NRMP by deadline

NRMP registration
 
CCC Meeting (2/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes
 
PEC Meeting (1/year) I coordinate and schedule with faculty members, compile all information needed, attend meeting and take meeting minutes

Required Qualifications at this Level

Education/Training:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

Experience:

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

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