Administrative Assistant, Department of MedicineReq #:0000203528 Category:Clerical / Administrative Support Status:Full-Time Shift:Day Facility:Jersey City Medical Center Department:Dept. of Medicine Salary:$19.72 - $30.56 per hour Location: Jersey City Medical Center, 355 Grand Street, Jersey CIty, NJ 07302 Job Title:Administrative Assistant Location:Jersey City Medical Center Department Name:Dept, of Medicine Req #:0000203528 Status:Hourly Shift:Day Salary Range: $19.72 - $30.56, Hourly Pay Transparency: The above reflects the anticipated hourly range for this position if hired to work, The Compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience, Job Overview: Under the direction of department leadership, the coordinator would be involved in the administration and support of any service the GME office provides, generally under established accreditation and regulatory requirements, policies, and processes. The employee is required to attain/maintain specialized knowledge of GME, as applicable to business operation functions and dictated by: ACGME accreditation, regulatory bodies, institutional policies and systems. The jobholder will be involved in the confidential use of information across multiple internal and external stakeholders; oversee its validation and organization to ensure that it is available to appropriate members of the department, assists department leadership by efficiently managing the operations of the office. This includes effective communication, correspondence, scheduling, keeping departmental leadership informed, storing records for efficient retrieval, assuming independent projects whenever possible. Ability to effectively manage multiple projects/tasks and meeting expected deadlines is essential, Excellent communication and interpersonal skills is required. Qualifications: Required: + Excellent communication skills, including, written and verbal + Strong interpersonal skills and computer literacy is required + Ability to exercise tact, discretion, and judgment regarding personal/confidential material + Strong project management skills, ability to set and maintain strict schedules, timetables, etc, and to remain flexibility regarding work expectations + Possesses excellent interpersonal skills and can work effectively with a diversity of personalities and skill sets, + Must be approachable, show respect for others + Ability to work effectively and independently with various levels of clinical and administrative staff within the hospital + Is a strong leader with a mature sense of priorities and solid administrative experience who can design and execute + Is politically savvy, has a high tolerance for ambiguity and can work successfully with several disciplines and skill sets, Preferred: + Master s degree or equivalent level of education preferred + Previous Graduate Medical Education or relevant administrative experience preferred Scheduling Requirement: + Shift-9:00am-5:00pm + Monday-Friday + Full Time/Day Essential Functions: + Administers on-boarding logistics and hiring requirements for new residents and fellows, including requirements for international medical graduates and J-1 visa holders + Maintains resident/fellow/faculty profiles by training program in centralized residency management system including; ABIM, GMETrack, FRIEDA, FASTRAC, ACGME and New Innovations websites and databases + Maintenance of Faculty Appointments for Rutgers, maintain verification files and duty hour compliance, Procedure logs and scholarly activity, + Administers changes in applicable systems and databases as residents and fellows progress through training years e,g, training year promotion, annual contractual appointment, and training completion. + Maintains training history within resident/fellow profile per regulatory requirements including internal and external elective rotations + Responsible for the accuracy of the official training record related to dates and program, coordinate clinical competency, in-training examination and residency survey activities, + Processes leave requests, ensuring compliance with time off policy and other institutional policies, + Serves as knowledge expert to program administration and residents/fellows related to ACGME, AOA, Board, DNV, and institutional requirements and policies related to GME + Monitors and audits requirements to confirm they are maintained and supported by documentation + Reviews existing policies for needed revisions as requirements and related processes change + Prepares and delivers communications, status reporting, instructional documentation, and process training on applicable GME administration topics + Completes other duties as assigned to balance work volume across staff especially during peak on-boarding period + Ensure effective payroll process, eliminate potential errors and validating that staff payroll is accurate and processed with pre-determined timelines + Organize the filing system and maintain files and records such as reports, contracts, correspondence, trips, committees, division correspondence, and other records for the smooth operation of the office + Responsible for meeting minutes/agenda, type and edit general and confidential correspondence, contracts, proposals, reports, and other documents for the department leadership and affiliate committees, utilizing own knowledge, draft material, or Dictaphone + Assists leadership with queries, reports, upcoming deliverables and is knowledgeable to provide initial responses and escalate as appropriate to departmental leadership + The jobholder will effectively support the ACGME administrative functions, ensuring successfully day-to-day operations of the ACGME program and serve as an important liaison and facilitator for the Department Benefits and Perks: At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to: + Paid Time Off including Vacation, Holidays, and Sick Time + Retirement Plans + Medical and Prescription Drug Insurance + Dental and Vision Insurance + Disability and Life Insurance + Paid Parental Leave + Tuition Reimbursement + Student Loan Planning Support + Flexible Spending Accounts + Wellness Programs + Voluntary Benefits (e.g., Pet Insurance) + Community and Volunteer Opportunities + Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon + .and more! Pay Range: $19.72-$30.56 The above reflects the anticipated salary range for this position if hired to work. The compensation offered to the candidate selected for the position will depend on several factors, including the candidate s educational background, skills, and professional experience. Choosing RWJBarnabas Health! RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health. RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education. RWJBarnabas Health is an Equal Opportunity Employer