Administrative Support Specialist

3 days ago

Pretoria, Gauteng, South Africa New York Medical College Full time
Job Summary:
The Administrative Specialist will provide diversified support and project coordination duties to promote the smooth functioning of the Office of GME. This role is responsible for performing specialized administrative work and project execution, serving as a key individual supporting the major academic unit of the New York Medical College (NYMC) School of Medicine (SOM).

Responsibilities:
  • Distribute materials related to GME Committee meetings.
  • Draft GME Committee minutes.
  • Communicate with voting GME Committee members before meetings to confirm planned participation in facilitation of quorum.
  • Communicate with meeting presenters and request materials in advance of meetings as needed.
  • Track GME Committee member meeting attendance.
  • Draft annual committee and subcommittee membership recognition letters.

GME Committee Responsibilities:
The Administrative Specialist will be responsible for coordinating GME Committee meetings, including distributing materials, drafting minutes, and communicating with members. Additionally, this role will track GME Committee member meeting attendance and draft annual recognition letters.

Compliance and Accreditation Support:
  • Review program faculty and resident/fellow rosters, requesting information from programs to complete entries as needed for ACGME annual updates.
  • Maintain spreadsheet of required and actual program director, associate program director, core faculty, program faculty, and program coordinator number and full-time equivalents in preparation for ACGME annual updates.
  • Track resident/fellow work hours and regularly provide information on missing entries and violations to programs and GME Office leadership.
  • Contact residents/fellows regarding missing work hours entries as needed.
  • Monitor ACGME Milestones entry by programs to ensure timely completion.
  • Prepare ACGME Milestones reports for review.
  • Prepare ACGME minimum procedure number reports for review.
  • Assemble submitted annual program evaluation materials, contacting programs for missing materials, and preparing for GME Office review.

GME Programming:
  • Submit room and catering requests.
  • Send and track speaker invitations.
  • Order and prepare promotional and printed materials.
  • Track event registrations.
  • Send event reminders.
  • Track event evaluation and draft summary reports.

GME Research Meetings:
  • Send GME Research Meeting speaker invitations.
  • Send GME Research Meeting reminders.
  • Draft speaker recognition letters.

Data Management and Recordkeeping:
  • Manage tracking of prior GME training records and Milestones for transferred residents and fellows.
  • Manage tracking of final evaluations for residents/fellows graduating or otherwise separating from programs.
  • Manage tracking of non-renewal and retracted non-renewal letters.
  • Manage tracking of Step 3/ COMLEX 3 records.
  • Manage tracking of remediation and corrective action records.
  • Manage tracking of referrals to the NYMC Office of Academic Excellence and prepare related reports.
  • Manage tracking of AMA GCEP module and other required training completion.
  • Perform initial review of requests for applied research support to confirm personnel eligibility and complete material submission, requesting missing materials as indicated, and preparing requests of review by the GME office.
  • Manage tracking of requests and referrals for applied research support and services provided.
  • Assist in completion of verifications for residency, fellowship, NST, Fifth Pathway, and pre-internship programs.
  • File management of e-diplomas for graduates.

Administrative Support:
  • Serve as the main administrative support for the GME office, overseeing calendar management, arranging travel, and processing reimbursements for department-related activities.
  • Answer the GME office phone and take/send messages as indicated.
  • Order supplies and promotional items for GME events and manage general office needs.
  • Maintain GME listservs and databases.
  • Copyedit and format office documents.

Additional Responsibilities:
The Administrative Specialist will assist the Director of GME and other GME office staff with other tasks as needed.

Qualifications:
  • Bachelor's degree required.
  • Experience with Microsoft Office Suite required.
  • Experience with Docusign, Qualtrics, and other office support software preferred.
  • Strong written and verbal communication skills required.
  • Strong professional/business etiquette required.
  • Prior experience working in an academic health center environment or equivalent educational or administrative setting preferred.

About Us:
New York Medical College (NYMC) is a private medical school located in Valhalla, New York. The college offers a range of academic programs, including undergraduate, graduate, and professional degrees.

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