Department:

Location: Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID: R100954

Minimum Requirements:

HS or GED and two years of related experience, or an equivalent combination of education and experience.�

Position Description:

The primary responsibility of this position is to support the Director and Associate Program Directors of the division of Medical Education (OME). Areas of support include calendar management, document preparation, records management, data gathering and meeting/conference planning and catering.� Additional tasks include preparation of correspondence and assisting office management with tracking resident and fellow compliance as required by the ACGME, GME and University of Louisville.� This position also serves as the initial contact for the OME. The Administrative Assistant also coordinates semi-annual reviews for all residents. Organizing grand rounds speakers, paperwork and notices.

Essential Duties and Responsibilities

• Performing all functions associated with the front desk
• Answering phones, managing calendars, contacting residents, as well as collecting, filing, and scanning residency and licensing documents and uploading them to residents' folders and to MedHub
• Sorting and delivering mail to staff and residents
• Reserving rooms and organizing catering for resident conferences and recruitment
• Assisting Program Director, office staff and residents with different functions as needed
• Grand Rounds - serve as grand rounds organizer; communicate between CME office, pediatric division leadership and speakers

Preferred Qualifications

• Strong commitment to customer service excellence.
• Exceptional organizational skills and attention to detail
• Excellent interpersonal, written and oral communication skills
• Proficiency in Microsoft Word, Powerpoint, Outlook, Microsoft Teams/Zoom and Adobe DC

Competencies

Clerical�- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service�- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Service Excellence - responsive, informs constituents of process, pleasant to work with, educates and provides timely, accurate information.

Detail-Oriented

Organizing, Planning, and Prioritizing Work�- Developing specific goals and plans to prioritize, organize, and accomplish your work.

Communicating with Supervisors, Peers, or Subordinates�- Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. It is not intended to be an exhaustive list of all duties and responsibilities required of individuals in this job. Other duties may be assigned as determined by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of this job.

Target Compensation Maximum:

$24.97

Target Compensation Minimum:

$14.72

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at employment@louisville.edu or 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.