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Position Summary:

The College of Medicine at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to engaging communities underrepresented in higher education. Florida Atlantic University is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the diverse internal and external communities that it serves.

Florida Atlantic University is seeking a GME-IM Administrative Program Specialist, Boca Raton Regional Hospital.

The Internal Medicine Residency Administrative Program Specialist provides a wide range of administrative functions to support the mission, goals and objectives of the Internal Medicine Residency program. Responsibilities require the exercise of independent judgment, professionalism, initiative and efficiency. The Internal Medicine Administrative Program Specialist reports directly to the Program Manager, Internal Medicine Residency. Additional responsibilities include:

• Manages front office and acts as first point of contact for the program.
• Provides routine information and exercises independent judgment in answering and routing incoming calls and mail and responding to inquiries and requests from a broad range of stakeholders including applicants, residents, physicians, faculty, hospital administration, accrediting agencies, FAU administration and community partners.
• Establishes and coordinates policies and procedures for the day-to-day operational and administrative functions of the program.
• Manages finance & accounting functions for Internal Medicine Residency Program and Cardiovascular Disease Fellowship including purchasing, travel, foundation and processes stipends and honorariums.
• Prepares, routes and tracks administrative forms and documents.
• Communicates with other departments to resolve delays, problems and errors.
• Manages maintenance requests and maintains inventory and ordering of supplies.
• Develops and maintains paper and electronic record-keeping systems including spreadsheets and databases and runs standard reports. Independently prepares reports as required for multiple stakeholders.
• Prepares reports, proposals and presentations as needed to support the Program Manager and Program Director.
• Provides administrative support to the Program Director, Associate Program Directors and Program Manager; maintains calendars, prepares correspondence, arranges travel, and other needs.
• Coordinates meetings, conferences, seminars and special events; some of which are of a confidential nature; takes/transcribes meeting minutes/notes.
• Coordinates the Noon Conference series: manages speaker schedules, tracks attendance and arranges teleconferencing, AV and IT needs.
• Coordinates employee onboarding and appointment processes in collaboration with the Office of Human Resources and the College of Medicine.
• Assists with coordination of the Resident Physician recruitment and orientation process.
• Manages evaluation process on MedHub, to include monitoring that evaluations are been created after each rotation and completed on a timely manner.
• Performs related duties as required or assigned and special projects as needed.

Minimum Qualifications:

High school diploma or equivalent and five years of appropriate experience required.

Experience in a higher education institution, medical school, or hospital highly preferred.

Ability to work collaboratively with all levels of faculty, staff, and students. Exceptional verbal and written communication skills are essential for success in this position.

Proficiency in Microsoft Office programs such as Word, Outlook, PowerPoint and Excel required.

Exceptional customer service, organizational and time management skills required.

Salary:

$45,000 per year.

College or Department:

College of Medicine

Location:

Boca Raton Regional Hospital

Work Days and Hours:

Monday – Friday, 8 a.m. – 5 p.m. including some evenings and weekends as needed.

Application Deadline:

2022-08-15-07:00

Special Instructions to Applicant:

Individuals with disabilities requiring accommodation, please call 561-297-3057. 711

Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

Successful completion of a background check, which may include a motor vehicle check, credit check, fingerprinting or additional screening, is required for the selected candidate prior to the start date.

A resume and a cover letter are required for this position. Make sure to attach these required documents in the Attachments section of the application. Any missing required documents will result to disqualification.