Administrative Coordinator - Medical Education Office (Department of Medicine)

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Posted Job Title

Administrative Coordinator - Medical Education Office (Department of Medicine)

Job Profile Title

Administrative Coordinator

Job Description Summary

The incumbent is responsible for providing administrative support to the Medical Education Office of the Department of Medicine. This position ensures the efficient and smooth operation of day-to-day operational and administrative needs of the office, notably those around events and expense reporting. The scope of responsibilities for this position will include but are not limited to coordination of medical education events (daily catering, special events) which includes room reservations and catering, expense reporting for residents, Chief Medical Residents, and program leadership, submission of purchase orders, non-purchase orders, and check requests, and special ordering of items throughout the year.

Job Description

Job Responsibilities

Serve as the event coordinator for the medical education office (UME, GME, and some crossover into fellowship), with responsibilities including creating and distributing the monthly catering calendar, reserving event and meeting space and managing conference room calendars, ordering food for program events, organizing yearly program-wide events (i.e. intern orientation, happy hours, holiday party, graduation), always serving as a liaison between the office and vendors. During recruitment season, assuming special event tasks (i.e. pre-recruitment social meal credit coordination).  

Submit expense reports for residents, Chief Medical Residents, and program leadership as well as purchase orders, non-purchase orders, and check requests. In conjunction with the Director of Medical Education, work monthly on reconciling any accounts payable issues, ensuring accurate accounting for the medical education office.

Carry out general administrative duties including but not limited to special ordering throughout the year (i.e. graduation frames, white coats, fleece jackets), maintena