Program Assistant-Graduate Medical Education - Grossmont Hospital - Day Shift - Full Time

Hours:

Shift Start Time:

8 AM

Shift End Time:

4:30 PM

AWS Hours Requirement:

8/40 - 8 Hour Shift

Additional Shift Information:

Weekend Requirements:

No Weekends

On-Call Required:

No

Hourly Pay Range (Minimum - Midpoint - Maximum):

$29.410 - $36.760 - $44.110

The stated pay scale reflects the range that Sharp reasonably expects to pay for this position.  The actual pay rate and pay grade for this position will be dependent on a variety of factors, including an applicant’s years of experience, unique skills and abilities, education, alignment with similar internal candidates, marketplace factors, other requirements for the position, and employer business practices.

What You Will Do

Reporting to the Director, and in direct collaboration with the Program Coordinator, the Program Assist-GME is responsible for the facilitation of rotating learners throughout the hospital. In addition, this position provides support to the GME program, GME leaders, faculty, and residents at Sharp Grossmont Hospital. This position provides support in the day-to-day operations of the department, including program documentation, resident scheduling, organizational duties, administrative support, etc.

Required Qualifications

• H.S. Diploma or Equivalent
• 4 Years administrative office experience, preferably in a healthcare setting.
  
  
  

Preferred Qualifications

• Associate's Degree
  
  
  

Essential Functions

• Residency/Fellowship Program Assistance Functions as the face of the GME Department Office. Works closely with the Program Coordinator to manage and streamline the operations of the institution's training programs. Assists in scheduling and coordinating rotations and other educational activities for the trainees. Establishes strong working relations with GME Program Director(s), GME Director, and Coordinator(s). Assists residents with inquiries, including needed files/records, office supplies, wellness supplies, reimbursements, events, research-related needs, scheduling, didactics attendance records. Assists during recruitment cycle. Assists with onboarding and orientation of new trainees. Assists with residency/fellowship program committees and meetings, including GMEC meetings. Assists with participation in committee events and program marketing. Responds to all inquiries with a timeliness that promotes customer satisfaction.
• Facilitation of Rotating Learners Processes rotating learner rotations and engagements (medical students, residents, fellows, shadow observers, etc.), ensuring compliance with hospital and department policies. Facilitates onboarding of all rotating learners, and EMR access for appropriate trainee roles. Works closely with Sharp Legal to ensure school and preceptor agreements are current and accurate, and helps facilitate contract renewals. Fields requests for new training program affiliations.
• Correspondence Composes correspondence, memos, presentations, flyers, spreadsheets, and other documents as requested. Drafts complex documents from abstract ideas and general information. Researches and gathers data from various sources and generates special projects/reports/summaries. Report generation may involve analyzing statistics and preparing spreadsheets, databases or other documents. Reviews and edits materials as requested. Navigates and populates the internal Sharp GME website. Prepares and processes outgoing mail including mail merges, bulk mailings and flyers within designated timeframes. Develops and maintains databases and uses computer applications as appropriate. Initiates establishment and maintenance of record keeping systems to ensure efficient retrieval of documents. Ensure confidentiality of Information and records per guidelines.
• Department Efficiency and Effectiveness Orders supplies, forms and equipment, maintains stock per guidelines. Completes requisitions and obtains necessary authorizations. Resource person within department and to other staff and the leadership team. Manages department resources e.g. equipment, keys, signage, badges, and phones, parking permits, other per guidelines and as assigned. Coordinates office moves, space modifications, computer access, and other duties as assigned.
• Meeting and Schedule Coordination Schedules meetings and related resources as needed (room reservations, AV, food, etc.) and confirms participants. Prepares agenda and attachments, attends and takes minutes for meetings as directed. Coordinates meetings and schedules for GME personnel and others to ensure there are no conflicts. Schedules special functions, travel arrangements as directed.
  
  
  

Knowledge, Skills, And Abilities

• Excellent communication and interpersonal skills.
• Ability to develop rapport with others, relating to others in an effective and cordial manner.
• Ability to effectively multi-task and remain flexible in a fast-paced environment.
• Excellent computer/word processing skills.
• Ability to record minutes and perform other related office procedures.
• Stellar organizational ability and able to function with minimal supervision.
• Position requires a high degree of confidentiality
  
  
  

Sharp HealthCare is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability or any other protected class