Administrative Assistant

Job Summary 

This position provides clerical assistance by supporting the administration of the Standardized Patient Program (SPP), Clinical Education and Assessment Center (CEAC), Clinical Skills and the Office of Educational Affairs in the Division of Medical Education.

Essential Functions 

• Working collaboratively with professional staff and faculty to ensure that all SP Programs run smoothly. This requires the ability to take initiative and adjust to logistical changes quickly and cooperatively.
• Contacting standardized patients by phone and email to inquire about availability for training, teaching, assessment, and remediation dates for all standardized patient programs.
• Daily calling/emailing standardized patients to remind them of work and training scheduled for the following day. This allows for all scheduled student programs to be adequately staffed (very important).
  • Helping Trainers with SP quality assurance
  • Helping staff with research projects 
• Preparing folders in advance for standardized patients with blueprints, checklists, and any additional needed paperwork. This also includes putting door and desk instructions in protective coverings.
• Each day setting up CEAC rooms prior to programs. This includes posting door/desk instructions, and any Interstation materials.
• Break down all materials and storing them appropriately after sessions end. As well as being responsible from making, it is sure that the center is open before programs/activities and closed after programs/activities 
• Daily payroll update of excel spreadsheet to track all standardized patient hours.
• Supply attendance list to the director (day of) for scheduled sps expected for training sessions.
• Contacting standardized patient applicants to schedule screening appointments. Once hired, each new sp requires a folder with a typed name label, application and signed agreement form. CEAC Center/Sessions
• Responsible for taking supply inventory and restocking supplies for programs.
• Responsible for keeping exam rooms tidy, well equipped, and always supplied with (gloves, tongue depressors, cotton tipped applicators, alcohol wipes, cups, Kleenex, pillowcases, exam paper rolls etc.). Checking all equipment and making sure everything is in working order, blood pressure cuffs, otoscopes etc. and hand Sanitizer outside of rooms for students use.
• Hand soap & paper towels in exam rooms and bathrooms (contact Environmental Services if needed). Responsible for breaking down and properly storing all program materials after the completion of a SP program.
• Logging on and off computers in exam rooms and the waiting room as needed for selecting programs.
• Keep CEAC center locked at all times when not in use.
• Substitute for staff as needed for Year 1,2,3, and special programs as assigned.
• Create blueprints in SIMIQ (assign cases & sps to rooms), print blueprints and prepare sp folders.
• Sit in as a control room tech as needed to help monitor the sessions
• Monitors control room phones to communicate with SPs throughout a program.

CME Refresher Course:

• Communicate with the Continuing Medical Education (CME) Office to schedule standardized patient sessions in the CEAC for the CME office refresher course participants.
• Work with SP Director to assign appropriate SPs to Remed cases.
• Create blueprints for each Refresher session.
• Daily payroll update of Refresher excel spreadsheet to track all standardized patient hours.
• Daily payroll update of Refresher excel spreadsheet to track all standardized patient hours.

Proctor Assessments:

• Help proctor up to five DUCOM shelf exams and assessments
• Miscellaneous
• CEAC Lunch/Snacks – Helping with snacks and lunch for programs when needed.
• CEAC Supplies - Responsible for keeping the inventory of all CEAC supplies and giving office manager list when supplies needed.
• Stationery – Ordering stationery and envelopes when needed. Office Supplies – Responsible for keeping all office supplies in stock and putting them away when they arrive.
• Environmental Services – Report all service issues to environmental services pertaining to paper towels, toilet paper, soap, trash pick-up and cleaning of CEAC.
• Maintenance – Report all needed repairs to Program Manager or directly to maintenance if emergency (toilet/sink repairs, air/heat problems, ceiling leaks, lights out etc.).
• Attends staff meetings and create meeting memos. Ability to multi-task and work within deadlines, must be a team player and flexible with providing support for co-workers when needed. Performs various tasks assigned to support C