The Department of Radiation Oncology is seeking a part-time Administrative Assistant to support our Clinical Residency Program.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.
Reporting to the Program Administrator, this individual will provide high-level administrative assistance for the Radiation Oncology Residency Program, its residents (currently 12), and program leadership/committees.
Perform tasks supporting the Radiation Oncology Residency Program’s events, exams, didactics, and day-to-day functions. Assist with the program admissions and recruitment process by scheduling, preparing materials for candidates and interviewers, and helping coordinate the Residency Program Interview Days. Aid with program events such as graduation, orientation, visiting professors, ASTRO reception, social events, and program meetings. Help conduct program exams including the RAPHEX, ACR in service exam, and Mock orals. Maintain schedules for program didactics/conferences by updating Medhub and outlook invitations for Morning Conference, Friday lecture, Journal club, Radiation Oncology Reflection Rounds, Radiobiology, Physics, and Statistics. Track attendance and distribute evaluations for these activities as needed. Update program organizational tools such as Medhub, the on-call calendar, rotation schedule, and the resident out list. Assist with GME and ACGME required activities such as the ACGME surveys, annual updates, and milestones. Collect and report hours for VA residents to ensure compliance with GME and VA funding restrictions. Run evaluation reports for faculty promotions and annual review meetings.
Support residents throughout their time in the program. Assist with onboarding new residents and credentialing. Monitor resident work hours and send reminders as needed. Order items for residents (pagers, whitecoats, office supplies, wellness snacks) and assist them with enrolling in professional memberships/exams. Create mileage and other reimbursement request reports in Concur. Prepare holiday/special payment forms. Send out monthly meal money funding requests. Help residents with license renewals including ACLS/PALS, Educational Limited Medical, and Controlled Substance licenses. Input absence requests for resident vacation, conferences, and sick time. Assist residents with their schedule changes for items such as Morning conference, call, and backup call weeks. Assist with verifications and offboarding for residents who are graduating.
Provide support to program leadership including the Program Administrator, Program Director, Associate Program Director, and program committees such as the Program Evaluation Committee, Clinical Competency Committee, Application Review Committee, and Interview Committee. Duties include preparing and editing documents and letters, calendaring and scheduling meetings, assisting with communications, collecting data for reporting, and drafting survey responses. Cross train with the Residency Program Administrator and provide backup support.
- Qualifications include a high school education with 2 - 4 years of administrative experience.
- Must demonstrate ability to take initiative, work independently, prioritize, manage multiple assignments, and follow through on job responsibilities.
- Excellent verbal, written, interpersonal communication and organizational skills with attention to detail and accuracy required.
- Strong office computing experience required; advanced skills with Microsoft Office applications highly desired.
- Proven ability to assess and handle highly sensitive and confidential matters required.
- Effective time management, problem-solving and analytical skills are necessary; ability to consistently meet deadlines is essential.
Desired qualifications include: Bachelor’s degree; experience working with House Officers; Pcard management; and knowledge of UM policies and procedures. Familiarity with MedHub, MiChart, ERAS, Wolverine Access (MPathways Financials & Physical Resources System and Concur), Microsoft Office (Word, Excel, PowerPoint).
Hours/week: 20 hrs/week may be a combination of onsite and remote work.
Flexibility in schedule.
This initial appointment is intended as a part-time position, with the possibiility for additional hours or full-time status in the future.
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