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The purpose of this job is to manage the hospital Academic Affairs operations, coordinating, monitoring, and supporting all residents and students. This position will support Academic Affairs and the Clinical Learning Environments initiatives by providing a variety of communications support, involving developing correspondence, presentations, formatting publications, proofreading documents, data entry and tracking, providing customer service and operational support to learners, and coordinating a variety of special events, projects, and meetings

GENERAL DUTIES

Manages the hospital Academic Calendar of events and updates all postings and communications as appropriate (e.g. Coffee Talks, SHIP, Resident Appreciation Week, Physician Recruitment, etc.)Oversees the smooth and efficient operation of the academic affairs office reception function, serving as the first point of contact for residents, fellows, medical students and other learners from affiliated institutionsGreets visitors and notifies appropriate staff member.Coordinates and schedules onboarding for all residents and students.Inputs specific learner data into necessary databases to support onboarding and offboarding activities (inclusive of EPIC access, badge access, parking assignments, orientation module communication, etc.)Communicates with relevant LCMC, hospital departments, and schools regarding onboarding/offboarding data and status updatesSupports the affiliated School GME Coordinators and UME Clerkship Coordinator groups as needed.Manages and coordinates resident meal card and call room card tracking and distribution systemsManages and coordinates resident ScrubEx operations at local hospital siteCreates and maintains databases of particular information including rotating residents and medical students, PA students, Psychology students, nursing & allied health students, meal cards, committee members, key communicators, email distribution lists, etc.Supports Academic Affairs leadership in developing and executing orientation activities.Attends all annual orientation activitiesMaintains up-to-date Academic Affairs InTouch webpage, umcno.org website and UMC companion app resident resources tab.Supports secretarial duties for Academic Affairs Medical Directors, including basic communications, and appointment scheduling related to academic affairs conferences and daily BSAFE closing of the loopMonitors departmental materials and supplies and orders as needed: Orders office supplies, including supplies for copier, printer, and fax machines.Manages all academic affairs deliveries to local hospital siteCollates materials, prepares packets, and processes large mailings and/or handouts as directed by AAO leadership.Manages tracking of Code-Grey sleep assignments for essential learnersProvides administrative support for ACGME CLER visits to hospitals every 18 months, taking lead on coordination of scheduling hospital and school administrators with site visitors, and coordination of all site visit meeting needs (e.g. travel, catering and logistics, facilities, parking vouchers, printed materials, etc.)Conducts weekly rounding for all GME/UME spaces in the hospital ensuring adequacy of the Clinical Learning Environment (as detailed by the accrediting body), paper and supply delivery, engaging with residents/fellows/learners in conversation about the clinical learning environment, responding to SCORE boards, coordinating follow-up and escalation of issues to leadership where appropriateTracks progress on process improvements and closes feedback loops where appropriate.Answers department telephone(s) promptly and takes complete and accurate messages. Develops and distributes Academic Affairs communications and postings for learners Performs routine clerical tasks to facilitate completion of department work: Prepares a variety of statistical or tabulated reports as required and according to specific instructions. Responds to leader or departmental requests for academic affairs specific dataPrepares special and recurring departmental reports by gathering data from various sources, compiling and typing data.Revises special forms and department documents. ​· Provides administrative support to hospital CEO and Corporate CAO for Academic Advisory Committee Meetings and other Academic board councils, including taking and distribution of meeting minutes, scheduling, and facilitation of meetingSupports administrative Academic Affairs initiatives (eg. Housestaff Quality Improvement Council, SHIP, EQUIP, Coffee Talks, Resident Appreciation Week, Physician Recruiting Day, etc.) through scheduling, managing calendars, booking conference rooms, preparation and distribution of materials, taking and distributing minutes, managing announcements, media related to the events, ordering food, tracking of attendance and evaluations related to events if applicable.Coordinates all academic affairs meeting arrangements, inclusive of multi-tier scheduling, coordinating catering, room set-up, secure AV/technical assistance, etc.Assists in administrative functions as needed. ​​Cultivates and models a respectful working and learning environment.Communicates effectively with fellow employees, supervisors and affiliated school leaders

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EXPERIENCE QUALIFICATIONS

Minimum Required: 2 years executive office or customer service experience

Preferred: 5 years executive office, customer service, or medical education experience

EDUCATION QUALIFICATIONS

Minimum Required: Associate degree

Preferred: Bachelor’s Degree

KNOWLEDGE, SKILLS, AND ABILITIES

Excellent analytical, interpersonal, written and verbal communication skills.Proficient computer skills with knowledge of Excel, Word, graphics, PowerPoint, Office365, and calendar management.Strong problem-solving skills, attention to detail, follow-through and initiative with ability to formulate practical solutions.

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REPORTING RELATIONSHIPS

Does this position formally supervise employees? No

FUNCTIONAL DEMANDS

Sedentary: Very light physical requirements- Sedentary Work- Exerting up to 10 pounds of force occasionally (occasionally means activity or conditions exist up to 1/3 of the work day), and/or, a negligible amount of force frequently (frequently means activity or condition exists from 1/3 to 2/3 of the work day) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

PHYSICAL DEMANDS

Sitting - Continuous (67-100% of day)Standing - Continuous (67-100% of day)Walking - Continuous (67-100% of day)Climbing (e.g., stairs or ladders) - Continuous (67-100% of day)Lifting Floor to waist level: 0-10lbs - Occasional (0-35% of day)Lifting Floor to waist level: 10-20lbs - Occasional (0-35% of day)Lifting Floor to waist level: 20-50lbs - Occasional (0-35% of day)Lifting Floor to waist level: 50-100lbs - Occasional (0-35% of day)Lifting Floor to waist level: 100+lbs - Occasional (0-35% of day)Carrying objects - Occasional (0-35% of day)Push/pull - Occasional (0-35% of day)Twisting - Occasional (0-35% of day)Bending - Occasional (0-35% of day)Reaching forward - Occasional (0-35% of day)Reaching overhead - Occasional (0-35% of day)Wrist position deviation - Continuous (67-100% of day)Pinching/fine motor activities - Continuous (67-100% of day)Keyboard use/repetitive motion - Continuous (67-100% of day)Talk or hear - Continuous (67-100% of day)

SENSORY REQUIREMENTS

Near Vision - Very Accurate 20/20Far Vision - Very Accurate 20/20Color Discrimination - YesDepth Perception - AccurateHearing - Accurate

OCCUPATIONAL EXPOSURE RISK POTENTIAL

Bloodborne pathogens - Not AnticipatedChemical - Not AnticipatedAirborne communicable diseases - Not AnticipatedExtreme temperatures - Not AnticipatedRadiation - Not AnticipatedUneven surfaces or elevations - Not AnticipatedExtreme noise levels - Not AnticipatedDust/particular matter - Not AnticipatedOther (List) - Not Anticipated

POPULATION SERVED

Neonate/Infant up to 1 year: NoYouth (1yr to 15 yrs): NoAdult (16 and up): No

WORK SHIFT:

Days (United States of America)

LCMC Health is a community. 

Our people make health happen. While our NOLA roots run deep, our branches are the vessels that carry our mission of bringing the best possible care to every person and parish in Louisiana and beyond and put a little more heart and soul into healthcare along the way. Celebrating authenticity, originality, equity, inclusion and a little “come on in” attitude is the foundation of LCMC Health’s culture of everyday extraordinary

Your extras

Deliver healthcare with heart. Give people a reason to smile. Put a little love in your work. Be honest and real, but with compassion.  Bring some lagniappe into everything you do. Forget one-size-fits-all, think one-of-a-kind care. See opportunities, not problems – it’s all about perspective. Cheerlead ideas, differences, and each other. Love what makes you, you - because we do

You are welcome here. 

LCMC Health is an equal opportunity employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law.

The above job summary is intended to describe the general nature and level of the work being performed by people assigned to this work. This is not an exhaustive list of all duties and responsibilities.  LCMC Health reserves the right to amend and change responsibilities to meet organizational needs as necessary.

 

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1.    To get started, take your time to fully and accurately complete the application for employment. Incomplete applications get bogged down and are often eliminated due to missing information. 

2.    To ensure quality care and service, we may use information on your application to verify your previous employment and background.  

3.    To keep our career applications up-to-date, applications are inactive after 6 months and, therefore, require a new application for employment to be completed. 

4.    To expedite the hiring process, proof of citizenship or immigration status will be required to verify your lawful right to work in the United States.