Administrative Assistant, Senior

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Description

The Department of Family and Preventive Medicine in the Office of the Chair is currently seeking a full-time Sr. Administrative Assistant to provide high level administrative support to the FM Division Director, the FM Residency Program Director, Faculty, and Staff.

Collaborate, educate, and serve.  These three simple words capture what we do in FPM to advance patient care, research, and education.  If you are interested in these initiatives, this is an amazing opportunity.

With minimal supervision, provide administrative support to the Division Director, the FM Residency Program Director, Faculty, and Staff.

 

• Assists in the development and implementation of program initiatives which may include the preparation of briefing materials, reports, correspondence, and other documents, performing research, develop and maintain databases.


• Track program expenditures and may participate in the budget preparation process


• Draft, edit and process internal and external correspondence for the family medicine residency


• Prepare and distribute reports for family medicine division director and residency director


• Coordinates logistics for meetings, conferences, and travel for division/program director of family medicine division


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Additional job duties:

• In conjunction with the Associate Program Director, scheduler, and PGY-3 chiefs, create an EXCEL spreadsheet wards calendar


• Responsible for sending out emails to scheduled faculty and guest speakers


• Maintain wards didactics 12-month and New Innovations with current lectures


• Email weekly didactics calendar reminders to residents, faculty, and guest


• Upload wards didactic calendar after each update


• Order lunch or assist guest speaker in ordering lunch for didactics “Lunch & Learn” sessions


• Maintain conference room for special events and lunches


• Set-up presentation for guest speakers


• Print lecture material for guest speakers


• Upload presentations to New Innovations


• Email residents that weren’t in attendance

Didactics Feedback Report

 

• Copy didactics report from New Innovations into a Word document


• Email reports to Program Director, Associate Director, Chief Resident, and didactics guest speaker

Conference Room Maintenance

• Troubleshoot laptop/computer issues


• Schedule conference phone/audio/Zoom meetings


• Manage office conference room calendar


• Take minutes at meetings and special events


• Prepare materials for meetings


• Assist with coordinating meetings and events


• Responsible for preparing charts and graphs for reports and presentations

Expense reports

• Process expenses reports from faculty and resident receipts


• Create and maintain EXCEL spreadsheet to maintain records of CME funds


• Create purchase orders for office items


• Maintain records of all invoices

Spreadsheet Development and Management

• Update continuity clinic numbers monthly


• Develop EXCEL spreadsheet to track microbiology training quiz's completed PDMP and StD certificates


• Update New Innovations with the information

Rotation Evaluations

• Enter residents’ rotation schedule into New Innovations


• Track outstanding rotations through New Innovations & document on internal EXCEL spreadsheet


• Email preceptors and residents regarding outstanding rotations and attach rotation evaluation form


• Update and maintain current preceptors in New Innovations


• Verify residents' evaluations for the bi-annual Clinical Competency Committee meeting

Other duties

• as assigned

MINIMUM QUALIFICATIONS:

• A high school diploma or equivalent, and six years of secretarial or administrative support experience, OR a bachelor's degree and one year of administrative support experience.


• Proficient with word processing, spreadsheet, and presentation software applications.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University location as needed.  Emory reserves the right to change this status with notice to employee.

Emory Supports a Diverse and Inclusive Culture

To ensure the safety of our campus community, the COVID-19 vaccine is required. For more information on the University and Hospital policies and potential exemptions, please see our website. Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.