Program Assistant II (Medical Education)

Are you an experienced administrative professional who is looking for a growth opportunity? Then this is the position you need to check out!

ChristianaCare is one of the country's most dynamic healthcare organizations, centered on improving health outcomes, making high-quality care more accessible, and lowering healthcare costs. ChristianaCare includes an extensive network of outpatient services, home health care, urgent care centers, three hospitals (1,299 beds), a free-standing emergency department, a Level I trauma center and a Level III neonatal intensive care unit, a comprehensive stroke center and regional centers of excellence in heart and vascular care, cancer care, and women's health. It also includes the pioneering Gene Editing Institute and was rated by IDG Computerworld as one of the nation's Best Places to Work in IT. ChristianaCare is a nonprofit teaching health system with more than 260 residents and fellows. It is continually ranked by U.S. News & World Report as the Best Hospital. With the unique CareVio data-powered care coordination service and a focus on population health and value-based care, ChristianaCare is shaping the future of health care.

ChristianaCare Offers

• Full Medical, Dental, Vision, Life Insurance, etc.
• Two retirement planning offerings, including 403(b) with company contributions
• Generous paid time off with annual roll-over and opportunities to cash out
• 12-week paid parental leave
• Incredible Work/Life benefits including annual membership to care.com, access to backup care services for dependents through Care@Work, retirement planning services, financial coaching, fitness and wellness reimbursement, and great discounts through several vendors for hotels, rental cars, theme parks, shows, sporting events, movie tickets and much more!

About This Position

ChristianaCare is searching for a Program Assistant II to provide administrative support to Residency and Fellowship programs within Academic Affairs, supporting the Undergraduate and Graduate Medical Education efforts within. This position will provide additional support to Core Faculty and Program Leadership. A thorough understanding of compliance with all program requirements mandated by governing bodies including their policies and procedures is required. Governing bodies may include but are not limited to: Accreditation Council on Graduate Medical Education (ACGME), Clinical Competency Committee (CCC), and ChristianaCare's GME Office.

Principal duties and responsibilities:

• Arrange meetings and manage calendars. Make travel arrangements; process reimbursements; assist with credentialing paperwork; track and report time.
• Plan and manage the day-to-day activities. Coordinate education and meetings. Maintain required records needed for UME and GME.
• Assist medical students and/or residents/fellows in becoming acclimated to the educational setting, CCHS policies and procedures, and collaborate with Academic Affairs in the preparation and implementation of rotations and onboarding where relevant. Assist with the organizing and scheduling of program-specific orientation for medical students and/or residents/fellows.
• Maintain accurate and complete confidential files and records. Monitor evaluations and letter of recommendations.
• Assist with the residency/fellowship recruitment process as determined by the Program Coordinator.
• Initial screening and processing of med student applications for rotation; coordinating with the program and communicating with the student in scheduling those rotations.
• Compile, distribute, and collect surveys and submit accurate reports related to UME and GME as determined by the Program Coordinator.
• Assist with accreditation site visits, including the preparation of self-study and site visit documentation.
• Assist the Program Director and Program Coordinator in oversight of planning and implementing faculty development activities, as well as resident/fellow scholarly activity and quality improvement projects.
• Work closely with educational team to organize and coordinate all residency program social and special events including resident graduation dinner.
• Assist with resident/fellow rotation scheduling and education lectures under the direction of the Program Coordinator. Including medical students in didactic learning where appropriate.
• Schedule and organize meetings, record and transcribe minutes, and distribute agendas.
• Assist in coordinating observers/job shadowing for department when needed.
• Act as a liaison between departments, attending physicians, faculty members, and administrators within ChristianaCare and outside institutions.
• Work collaboratively with a variety of educational and clinical offices.
• Maintain confidentiality at all times.
• Demonstrate ability to work autonomously.
• Develops processes to improve office efficiency by standardizing formats for routine correspondence and identifies areas for improved efficiency.

Education and experience requirements:

• Minimum of Associate's Degree in Office Administration/Secretarial Science/relevant degree required, or minimum of three (3) years-experience demonstrating knowledge and skills relevant to the position in lieu of Associate's Degree.
• Experience working in Graduate Medical Education preferred.
• Preferred: Familiarity with the organization and processes of undergraduate and graduate medical education, or the ability to learn.
• At least three (3) years progressive administrative assistant experience or equivalent, demonstrating successful office management experience required.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

Post End Date

EEO Posting Statement

ChristianaCare offers a competitive suite of employee benefits to maximize the wellness of you and your family, including health insurance, paid time off, retirement, an employee assistance program. To learn more about our benefits for eligible positions visit https://careers.christianacare.org/benefits-compensation/