Rutgers, New Jersey Medical School is seeking a Program Assistant for the Department of ENT-Otolaryngology-Head and Neck Surgery. The primary purpose of the Program Assistant position is to, under direction, assist with the development, implementation and monitoring of the ENT residency and fellowship programs. Provides administrative and program support to the Program Directors, residents, fellows, other professional staff.
Coordination and Organization of Accredited Graduate Medical Education Otolaryngology Residency Program, Rhinology Fellowship Program and rotating 3rd and 4th year medical students.
Generates reports and submits required documentation for American Board of Otolaryngology in compliance with program requirements.
Prepares/processes Resident and Fellowship verification forms/letters, contracts, evaluations, semi-annual evaluation files, surveys, certifications, book allowances, and NJ permit packages. Creates and maintains files as necessary.
Organizes resident Interviews and new resident orientation. Prepares/processes New Hire Orientation and packages.
Submits and updates meal allotment sheets.
Processes letters of completion and letters of recommendation.
Development of new procedures in response to new or revised policies issued by governing agencies or the program director.
Designs and maintains database materials for the Department of Otolaryngology Continuous Quality Improvements Program. This will include attending departmental quality improvement meetings. Attendance will be necessary for minute recording, and for gathering necessary information for developing appropriate database analysis tools to meet current ACGME requirements.
Uses knowledge of ERAS (Electronic Residency Application Services) software to sort, monitor and rank applications for the Residency Training Program. Determines applications to be reviewed by the Program Director and coordinates the interview process, dates and attendees.
Develops any and all materials used by Faculty during interview of candidates. Send thank you letters to all candidates within three working days of interview. Send out “top prospects” list to faculty. Uses a keen eye in the preliminary evaluation of the applicants and in verifying the statistics used for the final reports to FREIDA, AMA and NRMP.
Coordinates purchasing activities for all departmental equipment. Identifies vendors for technical services, furniture, equipment and supplies. Reviews requisitions for accuracy and availability of appropriate funding.
Assigns and procures pagers.
Oversees the processing of paperwork for new faculty with regard to obtaining hospital privileges, licensure and obtaining appointment at the medical school.
Minimum Education and Experience:
Bachelor's Degree in Business Administration, Social Science or a related discipline, plus one (1) year of related experience in residency program assistance.
Must be knowledgeable of ACGME requirements.
Must have demonstrated excellent organizational and communication skills.
Must be detail oriented and flexible to meet various meeting and event attendance requirements.
Equivalent experience, education and/or training may be substituted for the education requirements.
Physical Demands and Work Environment:
PHYSICALDEMANDS: Standing, sitting, walking, talking and hearing. No special vision requirements. Must be able to lift or exert force up to ten (10) pounds.
Posting Number: 18ST3518
Location: Newark (RBHS)
Internal Number: 78508
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.