Administrative Assistant, Graduate Medical Education Office

The Administrative Assistant will provide support services to the UC Health Designated Institutional Official (DIO) and Office of Graduate Medical Education (GME) leadership team in planning and coordinating activities for the GME community. Identify issues; recommend solutions; and implement decisions in daily operations under supervision of the leadership team. Utilizes various software applications to identify and record confidential information that impacts residents and fellows in their patient care here at UC Health. Respond to inquiries of staff and other departments within UC Health. Performs general office duties, maintains files, and assists with special projects.

Administrative Support Services 

• Provide administrative and clerical support to the DIO, Assistant DIO, Directors, and Managers.
• Maintain personnel file system.
• Maintains calendars, schedules meetings and sends notices to staff involved.
• Types agendas and minutes; composes and/or drafts various documents and brochures as needed.
• Maintains and updates Office of GME manuals, rosters, list of resources and other information.
• Orders supplies and purchases within budget; processes invoices, check requests.
• Assist with copies, faxing and mail distribution. Organizes and maintains files on an on-going basis.
• Prepares documents and reports requested by DIO, Assistant DIO, Directors, and Managers.
• Other related duties as required or requested.
• Support GME Director of Business Operations with schedule review and billing reconciliations, including the development of Excel reports as needed. 
• Coordinate various events within the Office of GME including monthly resident/fellow lunches. 
• Serve as a member of various GME committees and provide administrative support as directed by the DIO.

Customer Service

• Promotes a positive customer service attitude in all interactions.
• Screens telephone call/walk-ins and serves as liaison for requests for assistance or information from trainees, program coordinators and directors, and others, offering assistance and/or enlisting the help of others.
• Greets trainees, program leadership, other hospital partners, and co-workers in an appropriate manner at all times.
• Identifies complaints/concerns, gathers necessary information, and refers caller to appropriate GME staff for follow-up.

Minimum Required: High School Diploma or GED. Preferred: Associate's Degree. | Preferred: 3 - 5 Years equivalent experience