Residency Administrative Assistant (Phalen Clinic)

Why M Physicians?

Phalen Village is a conveniently located neighborhood clinic on Maryland Avenue in St. Paul that offers comprehensive care for your entire family, through all stages of life. We make everyday care for kids and adults easy, from annual checkups, vaccinations, and sports physicals to treatment for common illnesses, mental health care, women’s health care, and more. 

What you will do as a Residency Coordinator:

• Build and coordinate annual block rotation and attending schedules
• Provide administrative support for the residency program (Program Director, Program Administrator, Faculty, etc.)
• Provide curriculum support by maintaining current documentation, maintaining site relationships and providing support for the curriculum review process as appropriate.
• Provide general administrative support to program, residents, faculty, staff, clinic, residency and clinic meetings, Continuous Quality Improvement (CQI) projects, etc.
• Greet, screen and assist others in person and on the phone.
• Support lead resident(s) training, meeting schedules, annual elections, job description and manual maintenance.
• Develop and maintain organization systems for records and reports for resident and faculty portfolios and residency program accreditation.
• Draft and maintain program wide communication tools.
• Maintain residency program website and other social media outlets including reviewing, editing and developing content with program leadership.
• Manage and maintain clinic and program specific supplies.
• Process program expenses and reimbursements
• Create and maintain standard work documentation for administrative department functions.
• Input and maintain residency program schedules using predefined criteria and guidelines.
• Input and maintain resident, faculty, and other provider schedules to include inpatient and outpatient activities, call schedules, department responsibilities, life support courses, programmatic courses, CME, vacation, in-training exam, etc. into designated scheduling software. Ensure program activities are included on resident and faculty schedules.
• Coordinate and manage medical student rotations including communications with the medical school and students, create and modify schedules, coordinate and manage resources and orientation.
• Coordinate and manage other trainee rotations including communications with the appropriate school and students, create and modify schedules, coordinate and manage resources and orientation.
• Coordinate, manage, and monitor program components through Residency Management Suite (RMS) or other designated software including block schedules, assignments, duty hours, conferences, evaluations, curriculum, quarterly reviews, personnel data, procedure logger and program agreements.
• Participate in recruitment, onboarding, orientation, graduation, and other special events as part of the administrative team, which may include scheduling, coordinating, reserving space, placing orders, creating and organizing materials, gathering and dissemination of important information to all participants.
• Agreements: in collaboration with the Program Administrator, monitors, gathers and submits information, and obtains signatures for agreements. Tracks agreement progress to ensure that they are obtained and fully executed.
• Evaluations: Assists with and coordinates the program evaluation tools and process including program, resident, faculty, leadership, preceptor, and rotation evaluations. Coordinates special evaluative activities and conferences, Maintains evaluation tools, communicates and ensures evaluation tool/form completion.

What you will need:

• Minimum three years of administrative and secretarial support experience, preferably in a health care or educational setting. 
• Experience with word processing and other computer applications. 
• Experience managing multiple systems and meeting the requirements established by regulating bodies.

Location: 1414 Maryland Ave. E St. Paul, MN 55106

Hours: 1.0 FTE

Benefits: This is a fully benefit eligible position: Competitive wages, Healthcare (including vision & dental), 401K, parking & tuition assistance and more!

Compensation:

22.47 - 32.58 USD Hourly

At M Physicians we believe in pay transparency and equity. The compensat