Administrative Assistant
University of North Dakota

Salary/Position Classification

• $45,400 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: Yes

Purpose of Position

This position will assist the Obstetrics and Gynecology Chair, Vice-Chair, Clerkship Directors, and Administrator to ensure that required duties and tasks are completed according to medical school curriculum standards for all levels of medical student clinical training at UNDSMHS. In addition, the position will provide efficient and effective support to the day-to-day administrative and operational goals of the Obstetrics/Gynecology Department.

Duties & ResponsibilitiesAdministrative-Reception Duties (20%)

1. Provide administrative support to the Chair, Vice-Chair, Campus Directors, and Administrator which includes assistance with department reports.
2. Maintain University schedules and appointments for the Fargo Directors in conjunction with their private practice commitments.
3. Work with and provide support to the Chair, Vice-Chair, MMRC Analyst, and Administrator for oversight of the Maternal Mortality Review Committee.
4. Organize meetings or conference calls as requested by the Chair, Vice-Chair, Campus Directors, or Administrator.
5. Attend and represent the department at committee meetings as requested by the Chair, Vice-Chair, Clerkship Directors, or Administrator.
6. Assist the Administrator with any day-to-day or yearly academic or budget tasks that require timely completion to include delegation privileges for departmental approvals.
7. Acquire knowledge of ConnectND - the financial, human resources, and campus solutions software for the NDUS system.
8. Assist with tracking and updating annual inventory each year as well as following surplus guidelines.
9. Assist the Chair and Administrator with faculty appointments and promotions.
10. Work with the Administrator to query student feedback for annual evaluations of our clinical teaching faculty.
11. Provide and oversee website support and recommendations for the department.
12. Comply with policies and procedures set by the University, Medical School, and associated community medical facilities.
13. Participate and attend mandatory training sessions for HR and Payroll as well as attend Learning & Development training sessions virtually or in Grand Forks to keep current on various University platforms and protocols.

Phase 2 Clerkship Coordinator (60%)

1. Function as the point-of-contact and liaison to students, faculty, residents, community faculty, clinical sites, and school administration for any issues or questions relating to the clerkship.
2. Provide primary support to the clerkship director(s) and function as his/her representative upon request.
3. Manage the daily operation of the clerkship by organizing and prioritizing necessary tasks as well as initiating changes and resolving issues as they arise with assistance from the Administrator.
4. Thoroughly understand the curricular goals, policies, and standards of the clerkship, department, and medical school to include LCME standards/competencies.
5. Maintain student confidentiality following FERPA guidelines as well as HIPAA privacy rules.
6. Manage and coordinate the eight-week clinical rotation, at 2-3 private medical facilities in Fargo, eight times per year and also assist the other campus offices. This would include creating, maintaining, and revising student rotational schedules encompassing preceptor assignments, clinic, call, surgery, lectures, grand rounds, orals, mid-clerkship feedback, facility tours, etc.
7. Responsible for scheduling and providing the clerkship orientation and expectations, each eight-week rotation, to include both the Fargo and Grand Forks students by Zoom.
8. Schedule clerkship, student, and preceptor evaluations in Leo to be generated for completion after each rotation for the Fargo students (Traditional and ROME). Actively verify student evaluations of the clerkship and preceptor(s) have been scheduled, completed, and submitted by rotation end (all campuses) for timely grade completion and class ranking.
9. Assist the Administrator with ordering shelf exams including assigning students to the exam roster and proctoring the NBME web-based shelf exam at the end of each clinical rotation for the Fargo Traditional and ROME students. Extract score results and confidentially distribute them by email to the appropriate campus (and student if necessary) following each test date.
10. Ensure students are fulfilling all required components of the clerkship for grading purposes, including the MILE and ROME students, to include their required patient encounters.
11. Assist students interested in arranging a subspecialty day, in the discipline of Ob/Gyn or another relevant specialty to Ob/Gyn, during the clerkship according to the policy and required documentation as well as students requesting to complete a Career Exploration (1 week or 2 weeks) in Ob/Gyn for faculty approval.
12. Provide and update the Fargo and GF payments each rotation to be submitted in Jaggaer by the Administrator.
13. Assist in reviewing evaluations, completed by preceptors and students, for recommendations to improve the clerkship. Assess feedback and adjust scheduling, if feasible, to accommodate student and faculty recommendations.
14. Organize, attend, and take minutes at the annual clerkship retreat with assistance from the Administrator.
15. Responsible for completing the Annual Clerkship Report each year with assistance from the Administrator and Chair.

Phase 1 and Phase 3 Student Activities (10%)

Phase 1 (First and Second Year)

1. Provide administrative support for pre-clinical (OB Interest Group) and clinical courses with the assistance of the Chair and Administrator.
2. Assist in recruiting facilitators for the 3 to 4 OBIG sessions scheduled each year.
3. With the assistance of the Administrator, provide budget requirements to OBIG co-directors and submit payments for the purchase of food/beverages.
4. Attend the OBIG sessions in Grand Forks as a department representative and facilitator.
5. Work with Grand Forks in scheduling faculty to facilitate Women's Health lectures and wrap-up sessions.
6. Assist with scheduling student requests for Ob/Gyn shadowing experiences in Phase 1.
7. Provide support to the Chair in implementing research opportunities for students through the REMS Program.

Phase 3 (Fourth Year)

1. Maintain knowledge and updates to the ERAS, SOAP, and the overall NRMP process. Direct students to the appropriate department individual for questions regarding the specialty of Ob/Gyn. Work with the Chair, Vice-Chair, Directors, and Administrator in advising students in the residency application process.
2. Assist with letters of recommendation and function as one of the designated department individuals to upload letters to the AAMC LoR portal for Ob/Gyn.
3. Review and approve senior elective requests to avoid preceptor/student overload. The department is responsible for obtaining faculty approval for their student elective requests.
4. Provide support to the Chair and Administrator in managing, reviewing, and updating the department's senior electives on an annual basis for the Office of Medical Education including preparing and submitting senior elective paperwork for additions or deletions.
5. Work with the department Chair and Administrator in preparing AI course paperwork and approvals each year.

Records and Information Management (10%)

1. Complete training to access and enter department records into the RIM tracking software, Versatile.
2. Will assist in entering new files into Versatile and responsible for entering student records into the ERMS system each academic year.
3. Assist in maintaining and creating faculty files for physicians or ancillary staff with appointments.
4. Assist in working with the RIM staff to schedule annual file destruction according to the retention timeline. Involves pulling hard copy records listed on the file destruction report and discussing record retention (maintain, destroy, or archive).
5. Understand and accurately archive historical data to ensure compliance with department records.
6. Appropriately disseminate information, request, or maintain records at the department level or for historical purposes as the Office of Record.

Required Competencies

• General knowledge of medical terminology preferred.
• Strong customer service skills.
• Excellent communication skills (written, oral, and active listening).
• Exceptional planning and organizational skills.
• Demonstrated attention to detail and accuracy.
• Multi-functional/tasking characteristics.
• Ability to proactively assess situations before acting or providing a resolution.
• Must be able to follow federal confidentiality laws for students and healthcare facilities.
• Able to work both independently and collaboratively with others.

Minimum Requirements

• High school diploma or GED
• 4 years of directly related experience in an office setting (medical, business, or combination)
• Computer experience in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe platforms
• Successful completion of a Criminal History Background Check
• This is an onsite position with possible future hybrid work schedule

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Administrative support experience in a medical or general office setting
• Experience in overseeing and creating schedules in various platforms
• Experience with academics, student education, and medical partnerships
• Experience applying policies and procedures

To Apply

• Complete online application. Resume and cover letter are encouraged.

This job has expired.