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Administrative Specialist


Seeking a full-time Administrative Specialist to provide administrative support for the Director. The Director is responsible for the quality and success of the enterprise, which includes nearly 1000 residents and fellows, in over 150 training programs.   This work is accomplished with the collaboration of approximately 140 program directors and 50 program coordinators.  The Department is comprised of eight full-time staff and three faculty, and works closely with two full-time employees supporting the Innovation Program.
 
Representative job duties include:
 

  • Administrative support for Director and Associate Dean
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  • Administrative support for the Patient Safety and Quality Council
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  • Complex calendar management
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  • Preparation of documents for meetings
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  • Generation of complex reports
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  • Coordination of Accreditation Process
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  • Data entry into comprehensive data base/residency management system
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  • Organization and support of training program’s institutional reviews and accreditation
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  • Administrative Support for Institutional
  • Organize and prioritize mission critical items for the agenda
  • Correspond with accrediting body and community stakeholders
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  • Track, manage, and maintain database of documents
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  • Record meeting minutes and reconcile with Institutional Requirements Coordination of Annual Residency and Fellowship Match processes and reporting
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  • Maintain calendar of important deadlines and follow up with individual programs for compliance
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  • Special Projects
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  • Coordinate activities required for CLER visit (every 18-24 months) Development of the Annual Institutional Report

 
1- 60%
 
Administrative support for Director and Associate Dean.  The Director is a high profile director with important high level meetings including the CEO and Chancellor.  This position will need to be proactive, take initiative and anticipate the needs of the DIO in preparation for upcoming meetings and will also require the interpersonal skills to interface with outside entities such as our accrediting body and the NC Medical board among others. Support will include the Institutional Committee, Patient Safety & Quality Council (PSQC), complex calendar management, meeting and travel arrangement, assistance in the creation of presentations, assembling of reports, comprehensive letter writing, and multi-tasking.  Attention to detail and strong organizational skills are essential.
 
2-20%
 
Administrative Support for Institutional Committee. These duties will include the prioritizing, developing and tracking of agenda items, maintenance and reconciliation of minutes at the monthly meetings, and facilitating the arrangement of monthly speakers.  Additionally, there is a data base management portion to the duties.  These duties will require correspondence, important deadlines and the creation of reports that are to be submitted to our accrediting body. This position will also be responsible for supporting programs and program leadership as they engage in self-studies and program assessments that are essential elements of the Next Accreditation System  (new to GME 2014).
 
3-10%
 
Coordinate the Annual Residency and Fellowship Match process and reporting.  Collaboration with program directors and program coordinators will be essential in this task.  Additionally, this includes the activation of residency training programs in the annual application data system.  Attention to detail and deadlines is an important part of this task.
 

Required Qualifications at this Level

Education:

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.

Two years postsecondary education with three years of experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Knowledge, Skills, and Abilities:

  • In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
  • Demonstrated the understanding of basic leadership approaches such as work scheduling, prioritizing and coaching.
  • Demonstrated success applying highest level of secretarial skills.
  • Demonstrated the ability to gain the confidence and cooperation of peers.
  • Demonstrated editing and proofreading skills.
  • Ability to juggle multiple tasks and meet demanding deadlines.
  • Must be self direct and able to take initiative.
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