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Position Summary:
We have an exciting opportunity to join our team as a Program Associate.
In this role, the successful candidate is responsible for providing administrative support for activities related to the Internal Medicine Residency and program leadership. Plans and coordinates program meetings and residency conferences and assists in program-related activities and events. Uses judgment and discretion to create, interpret and analyze data for reporting purposes. Works alongside and under the supervision of the Program Coordinators and the Program Manager.
Job Responsibilities:
Reports: Prepares and reviews documents independently. Maintains residency program information in appropriate systems. Receives, classifies, reconciles and consolidates data related to evaluations, duty hours, and any other compliance requirements. Compiles, prepares, and distributes reports. Tracks completion requirements and follows up with non-compliant parties. Verifies, interprets and analyses information, determines report format, identifies discrepancies and makes corrections. Researches problems, issues and concerns and responds to requests for information. Summarizes data based on information compiled from various sources.
Clerical Functions: Triages all communication (phone, mail, email, and fax) and responds to inquiries or initiates appropriate action on all inquiries for the residency program and residency program leadership. Distributes correspondence, agendas, reports and schedules (noon conference, master conference schedule, call schedule etc.). Assists in activities such as data entry, time keeping and distribution. Prepares, submits and tracks travel reimbursement requests for residency program. Assists in the preparation of the department's budget report, prepares payments and check requests for payments to vendors as needed. Provide messenger services as needed.
Word Processing/Typing: Prepares and proofreads memos, presentations, reports and applications. Independently prepares responses to routine correspondence. Develops documents for presentation or meeting. Assists in the preparation of letters of recommendation/verification of employment/training for residents.
Scheduling: Maintains routine calendar, schedules meetings/semi-annuals, assist in preparing for conferences (checking the logistics and technical support, order and set up food, etc.) and other related duties. Assists and coordinates special events planning. Distributes correspondence, agendas, reports and schedules (noon conference, master conference schedule, call schedule etc.).
Filing & Mail Distribution: Updates and maintains residency documentation/records and files in appropriate systems (e.g. New Innovations) Maintains office filing and storage systems by sorting, recording and filing material as needed. Updates and oversees virtual filing system by scanning and uploading alumni and resident documents. Retrieves material from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to the appropriate parties. Screens mail to determine which letters can be answered independently.
Clerical Support: Provides clerical support for the residency program (photocopy, fax, files, data entry, sorts and distributes mail, etc.) and other related duties as needed. Orders office supplies and keeps updated inventory. Meets and greets resident applicants. Resolves non-routine situations based on established policies and procedures and refers non-solved issues and questions to the appropriate party.
Program Support: Uses judgment to provide project/program support to supervisor and residency program leadership. Assists in preparing project relevant materials that includes but is not limited to: creating surveys, tracking project status, collecting data, organizing and maintaining collected data, following up on missing project items, following deadlines and ensuring project goals are being met. Assists with project and event planning and implementation, manages the logistics of and coordinates content development for meetings, conferences, and other project-related events; assists with the design and development of project reports. Assists with program related proposals, required data collection and tracking of deliverables.
-Participates in administration meetings and assists with implementing new initiatives and improving workflow effectiveness. Attends monthly institutional residency program meetings as directed to stay informed of institutional requirements for assisting in the administration of residency training programs. Maintains knowledge of ACGME requirements for administration of residency training programs.
-Performs and participates in other job related duties as required.
Minimum Qualifications:
To qualify you must have an Associate's Degree is required. Minimum of 1 Year of related experience in an office setting or the equivalent combination of education and experience. Effective Oral, written communication and interpersonal skills. Computer Skills -Working knowledge in the use of Microsoft Office Word, Excel, Power point and Access. Ability to develop basic formulae for spreadsheets; set up routine computer procedures; Ability to access e-mail, electronic calendars, and other basic office support software. Ability to proofread documents and write clear, concise 1st draft. Ability to type at a speed of at least 45 net words per minutes.Knowledge of standard office practices. Ability to multi-task while paying attention to details. Ability to use standard office equipment such as copy machines, multi-line telephones, fax machines.
Preferred Qualifications:
Bachelor's Degree.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.
NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $41,977.18 - $50,960.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
To view the Pay Transparency Notice, please click here