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Secretary to the Education Office and Compliance Coord

Company: University of Rochester
Location: Rochester
Posted on: November 26, 2022

Job Description:

Secretary to the Education Office and Compliance Coord Job ID 235671


Strong Memorial Hospital

Full/Part Time Full-Time

Favorite Job

Regular/Temporary Regular


Full Time 40 hours Grade 009 Psychiatry SMH Residency Prog




Position Summary

With minimal direction from the Education Administrator, performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgement, in support of academic and educational programs in the Department of Psychiatry.

At all times exhibits The STRONG Commitment patients, colleagues, students as well as internal and external customers of the University:

  • Introduce myself (greet, say your name, explain your role)
  • Communicate with warmth (call every person by name, smile, make eye contact, listen attentively)
  • Answer questions clearly (ask about and address concerns, explain next steps)
  • Respond to feelings (show courtesy, empathy and kindness)
  • Exceed expectations (ask if there is anything else you can do, say when you will be back)
    Subscribes to the Department's goal of creating a culturally competent environment by treating patients, families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in the Institute's diversity meetings and departmental/university cultural competence events and trainings.

    Specific Responsibilities

    Assist in the Coordination of Grand Rounds and IMIPs didactics

  • Assists the administrator with planning and organization of weekly Grand Rounds and IMIPs Didactic Sessions
  • Tracks speaker paperwork
  • Prepares and sends weekly IMIPs announcements
  • Makes arrangements for all food served at Grand Rounds
  • Sets up and breaks down grand rounds sessions
  • Compiles and tracks weekly attendance
  • Prepares thank you letters
  • Prepares quarterly Grand Rounds and IMIPS reports
    Compliance Coordinator to the Education Office

    Develops and tracks trainee compliance with national, state, local and medical center requirements

  • Under the direction of the Administrator and Program Coordinators, develops systems to track compliance with requirements of the Department of Psychiatry's training programs including (but not limited to): Hospital and GME mandatory trainings, Health updates, Flu Shots, Clozapine registration, NYS Child registry, ACLS/BLS certification,
  • Tracks didactic attendance
  • Distributes and tracks return of trainees yearly employment contracts (through MedHub)
  • In coordination with the University GME Office prepares and tracks program affiliation agreements
  • Distributes and tracks return of yearly faculty survey for updates
  • to ACGME WebAds, annual faculty surveys and alumni surveys for all programs
    Miscellaneous Education Office Duties

  • Places requests for new trainee lab coats, pagers, keys, and swipe access
  • Processes all education office expenses
  • Picks up and distributes mail daily
  • Maintains faculty and alumni databases
  • Places and tracks all facilities requests
  • Assists coordinators with recruitment day activities as needed
  • Orders, sets-up and breaks-down weekly resident lunches
  • Monitors and informs Administrator of resident and fellow office issues. Assists with yearly office moves of residents and fellows
  • Organizes faculty scheduling of St. Joseph's Neighborhood Center elective
  • Places and tracks all orders, including but not limited to, Staples, Barnes and Nobles, Catering
  • Assists with Education Office events (Trainee Poster Day, Key Day, Graduation Dinners, Holiday Party, Welcome Picnic)
  • Handles the calendars of the Associate Chair for Education and Administrator for Psychiatry Education
  • Assist Administrator for Psychiatry Education and education coordinators as needed


    + 2 years of post - high school education in secretarial studies or the equivalent.


  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.
  • OR a combination of training and experience equivalent to the above.
    Critical Knowledge, Skills and Abilities:

  • Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
  • Proficient in navigating through internet
  • Knowledge of MS SharePoint and MedHub desirable
  • Knowledge and proficiency of Kentico (U of R website program) is desirable
    Working Relationships with individuals Outside of Office Setting:

  • Requires a motivated, independent and diplomatic individual with strong organizational skills.
  • Excellent oral, written and interpersonal communication skills are essential as is a professional approach.
  • Individual has regular interaction with high level offices and University senior administrators.
  • Individual has regular interaction with administrative assistants and managers in various academic staff offices.
    How To Apply

    All applicants must apply online.

    EOE Minorities/Females/Protected Veterans/Disabled

Keywords: University of Rochester, Rochester , Secretary to the Education Office and Compliance Coord, Administration, Clerical , Rochester, New York

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