Residency Senior Administrative Coordinator at Greater… · Lawrence

Established in 1980, the Greater Lawrence Family Health Center (GLFHC) is a multi-site mission-driven non-profit organization employing over 700 staff whose primary focus is providing the highest quality patient care to residents throughout the Merrimack Valley. Nationally recognized as a leader in community medicine (family practice, pediatrics, internal medicine, and geriatrics), GLFHC has clinical sites throughout the service area and is the sponsoring organization for the Lawrence Family Medicine Residency program.

The Residency Senior Administrative Coordinator is responsible for providing administrative support to the Lawrence Family Medicine Residency Leadership Team. The Residency Senior Administrative Coordinator works in conjunction with the GME Director in various capacities; performing functions related to administrative management and support for the Vice President of Clinical Education, Associate Program Directors, Inpatient Directors, and Team Leaders.

Job Responsibilities:

• First point-of-contact for the Residency Program. Greets visitors, and demonstrates exemplary customer service.

• Performs administrative duties for the Vice President of Clinical Education, as well as other senior Residency leadership. Drafts, types and transcribes reports and correspondence; screens phone calls and mail.

• Attends meetings as needed to record minutes.

• Responsible for managing all communication received and produced by VP of Clinical Education. Exercises judgment and initiative in the evaluation and handling of communication.

• Maintains need to know confidentiality on all verbal and written communication and formation to and generated by VP of Clinical Education, Associate Program Directors, and GME Director, and ensures effective transmission of information.

• Conducts administrative tasks in a manner that facilitates effective inter/intradepartmental business.

• Manages Travel for VP of Clinical Education and Associate Program Directors, including coordinating expense reimbursement.

• Manages conference rooms on third floor of Haverhill Street to ensure fair and proper utilization.

• Prepares meeting notices, agendas, minutes, and meeting arrangements under the direction of the VP of Clinical Education and Associate Residency Directors.

• Coordinates and is responsible for significant administrative projects, researching and compiling data, preparing statistical and narrative reports.

• Acts as communication liaison between VP of Clinical Education and other directors, managers, etc.

• Acts as communication liaison between members of Residency Leadership team and external residency partners (ex. LGH and HFH).

• Accurately maintains VP of Clinician Education and Associate Program Directors’ schedules, exercising informed judgement in prioritizing time in schedules.

• Synchronizes VP of Clinical Education/APDs’ calendar with their clinic/call/rounding schedule monthly.

• Informs Residency Leadership of non-routine meetings in a timely manner

• Makes decisions on adjusting daily calendar

• Coordinates conferences, interviews, annual discussions and mid-year/annual evaluations.

• Coordinates semi-annual meetings with residents and VP of Clinical Education.

• Coordinates regular advisor/advisee meetings, and post-CCC meetings for residents and Team Leaders.

• Coordinates and maintains Quarterly GMEC Meetings to ensure attendance of CEO, CMO, LGH Leadership and Quality Officers.

• Coordinate Program Evaluation Meetings on behalf of the Associate Program Director.

• Coordinate graduate exit interviews with VP of Clinical Education.

• Transcribe graduate exit interviews for residency records.

• Plans travel arrangements (meeting registration, transportation, accommodation, etc.) as requested.

• Troubleshoots issues in the absence of VP of Clinical Education by identifying key administrative personnel that need to be notified to make a decision.

• Organizes and maintains an electronic/paper filing system to facilitate retrieval of information.

• Assists GME Director with special projects.

• Assists with tasks related to Residency Recruitment Season.

• Serves as back-up to Administrative Coordinator for ordering of office supplies.

• On a regular basis participate in ongoing quality improvement activities related to individual, team, and organizational performance improvement.

• Travel between sites may be required.

• Performs all and any additional duties as assigned.

Qualifications:

Experience

• Minimum five (5) years of high-level administrative experience, preferably in a health care setting. Ability to maintain confidentiality is critical. Project development and implementation experience essential. Demonstrates organizational skills to high degree and strong follow-through skills. Excellent communication skills (oral and written). Ability to prioritize and manage multiple tasks from multiple managers. Self-directed, reliable and detail-oriented.

• Must be a well-organized self-starter exhibiting a high degree of professionalism.

• Must possess exceptional verbal and written communication skills. Education.

• Must possess exceptional verbal and written communication skills.

• Extensive experience in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook.

Education

• Bachelor’s degree.