Administrative & Project Assistant - Emergency Medicine in Oakland, California at Alameda Health System

SUMMARY: This position will provide a high level of operational and administrative support duties and other related duties as required for the Department of Emergency Medicine Undergraduate Medical Education Program and its associated Committee (UME Committee). The Administrative and Project Coordinator will be responsible for communication with prospective and rotating medical students, onboarding and offboarding of rotating medical students, providing administrative support for medical students during clinical rotations, and coordination and communication with medical school coordinators. The Administrative and Project Coordinator will also be responsible for assisting the UME director with the development and implementation of UME committee timelines, procedures, meetings, and processes.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: Following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Coordinates and implements a variety of projects related to Undergraduate Medical Education within the Department of Emergency Medicine; provides operational and procedural support to the UME Director by coordinating and assisting with day-to-day program operations.

2. Coordinates and advances day to day operations supporting the functions of the UME Program and its Committee (see UME Committee Charter for more detail) as well as supporting medical students rotating within the Department of Emergency Medicine. This includes, but is not limited to: Responding to inquiries from medical students inquiring about clinical rotations, receiving rotation applications (where appropriate) and coordinating with Faculty Medical Student Coordinators for student acceptance, onboarding of Medical students, managing communications with medical students and seeking advice and approval from faculty when students request time away from the rotation, collecting and tracking evaluations for medical students and coordinating communications and grades to medical schools, receiving medical school communications and distributing to faculty as appropriate

3. Prepares correspondence and documents; prepares agendas and transcribes minutes of quarterly Undergraduate Medical Education Committee meetings; may take dictation from the UME Director; schedules, works with manager on agendas for meetings and other special committee meetings; take notes and distribute as instructed; edits drafts for composition and grammatical structure; prepares special reports.

4. Develops and maintains work flow procedures and revises procedures manuals, ensures the availability of current information by collaborating with specific department leaders, clerkship directors, medical school leadership, and IT for the ongoing updating of forms and processes, as well as overall accuracy of department contact information on AHS’s intranet and website, as well as maintenance of Emergency Medicine Department Medical Student Program webpage content

5. Handles confidential information which has not yet been made public and normally available only to the UME Director and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the department policies; takes responsibility for releasing information to authorized parties.

6. Maintains the UME Committee Director’s appointment calendar exercising considerable discretion in committing the Director’s time or referring caller to another appropriate source of information or service; advises Director of appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda; and assembles material/documents needed for such meetings.

7. Relieves the UME Director of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment.

8. Screens phone calls, often personally handling those originally intended for the UME Director; provides information requiring knowledge of the Director’s particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

9. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the Director’s attention.

MINIMUM QUALIFICATIONS:
Education: High Diploma or GED required.

Preferred Education: A.A. Degree or Bachelor’s degree

Minimum Experience: A combination of at least three years as an Administrative Assistant, three years of project management experience, and university-level education may be considered equivalent.

Preferred Licenses/Certifications: Project Management certification from an accredited college/university program preferred.

PAY RANGE: $29.59 - $49.31/hour
The pay range for this position reflects the base pay scale for the role at Alameda Health System. Final compensation will be determined based on several factors, including but not limited to a candidate’s experience, education, skills, licenses and certifications, departmental equity, applicable collective bargaining agreements, and the operational needs of the organization. Alameda Health System also offers eligible positions a generous comprehensive benefits program.