General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Center for Clinical Patient Care Administrative Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | Undergrad Medical Ed Dept | Supervisor | Lockhart, Amanda | Department Head | Lyons, Paul Eric |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| Close Supervision |
Items Used
| Standard office equipment |
Position Purpose
| The School of Medicine's (SOM) Center for Clinical Patient Care (CCPC) is a simulated patient treatment clinic and education center that provides a secure risk free environment for future health care professionals. Standardized Patients (SP) simulate medical experiences that provide a safe and supportive environment where medical students can learn doctoring and clinical examination skills. The Administrative Assistant supports CCPC in their mission to serve the professional and local communities as a focal point for research and development of new simulation techniques for medical education. The incumbent will provide general administrative support for the CCPC program, which includes answering phone calls, responding to inquiries, preparing correspondence, coordinating special events, maintaining calendars, scheduling appointments, and assisting the SP Director with various task related to Standardized Patients. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Standardized Patient Coordination | 60 |
| Support the preparation of Standardized Patient (SP) database reports, basic research, analytical tasks, and evaluations on SP performance. Assist in the update excel files for students, faculty, and SP grades. Verify students grades by True Grading encounters. Proof read documents, including but not limited to UCR Comprehensive Checklist. Help keep track of student performance (Longitudinal Objective Structured Clinical Exam Reports). Inter Rater Reliability (IRR) SP performance and make written comments about the video watched. Ensure that patient notes are submitted by every third year medical student during their Objective Structured Clinical Exam (OSCE) encounter. Have patient notes accessible to give to the faculty member in charge of grading them. Prepare paperwork for SPs training as well as patient instructors training. Prepare paperwork needed for OSCEs. Keep records of SP feedback during doctoring sessions. Ensure students receive feedback written by SPs in their mailboxes. Create Excel Grade Reports using Qualtrics reports. Operate EMS to record Adhoc sessions when needed. Create student schedules for Doctoring, Clinical Skills, and OSCEs from a given template. Create new Patient Note Surveys for Medical Student OSCEs using Survey Monkey. Act as an SP Educator if needed. (Resident OSCE and Doctoring). Serve as liaison with service and vendor personnel if needed. Keep business ops updated with information regarding new hired Standardized Patients. |
|
| Meeting Coordination | 20 |
| Actively track inventory/maintenance of exam rooms and supplies needed for exam rooms. Assist IT with set up of the exam rooms for classes in Problem Based Learning, Doctoring, Clinical Skills, OCSEs and Simulation labs. Act as an immediate technical support for the department. Update departments weekly and monthly calendars on shared drive so all the team has access to them. Assist in the preparation for OSCEs prior to the event, be accessible during the event, and be able to help after the event. Proctor OSCE stations when needed. Take meeting minutes for our department. |
|
| General Administrative Duties | 20 |
| Assist office staff with clerical tasks to support activities which include but not limited to: copying, filing, organizing, and processing/signing incoming and outgoing deliveries. Serve as receptionist when needed. This will include answering phones, taking messages, and directing visitors to the appropriate office. Prepare documents in Word, create or maintain files in Excel, and create PowerPoint presentations. Assist in maintaining bulletin boards, wall calendars, and help with posters and flyers. Receive and prepare outgoing and incoming correspondence. May have some or all responsibility for department supplies and inventories. Operate other office equipment such as printers, copy machines, fax machines, laminator. Maintain wall monthly calendars updated, rotating past month with current month. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Minimum of 2 years demonstrated related experience in an office environment providing administrative support, including managing complex appointment and travel calendars with frequent changes for multiple individuals. | |
| 2 | |
| Exceptional organizational, time management and general office management skills. Ability to prioritize and meet deadlines working with frequent interruptions. Ability to work on multiple assignments and manage time effectively to ensure deadlines are met in a fast-paced office. | |
| 3 | |
| Ability to work within a team and establish and maintain cooperative working relationships. Ability to interact effectively as an individual and a team member with department staff, faculty, students and outside community members. | |
| 4 | |
| Ability to maintain confidentiality, exercise discretion and sound judgment. | |
| 5 | |
| Prior experience processing routine accounting/financial transactions and coordinating travel. | |
| 6 | |
| Excellent oral, written, presentation, and interpersonal communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. | |
| 7 | |
| Demonstrated ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Demonstrated skill in creating and editing documents in word processing applications using advanced features and creating spreadsheets and reports using Word, Excel, Power Point or other software applications. | |
| 8 | |
| Skill in accurate record keeping with strict attention to detail. | |
| 9 | |
| Experience interpreting policies and procedures. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in a related field. | |
| 2 | |
| Demonstrated administrative experience in a university or higher education environment. | |
| 3 | |
| Knowledge and understanding of UCR policies and procedures. | |
| Posted Position Purpose |
|---|
| The School of Medicine's (SOM) Center for Clinical Patient Care (CCPC) is a simulated patient treatment clinic and education center that provides a secure risk free environment for future health care professionals. Standardized Patients (SP) simulate medical experiences the provide a safe and supportive environment where medical students can learn doctoring and clinical examination skills.
The Administrative Assistant supports CCPC in their mission to serve the professional and local communities as a focal point for research and development of new simulation techniques for medical education. The incumbent will provide general administrative support for the CCPC program, which includes answering phone calls, responding to inquiries, preparing correspondence, coordinating special events, maintaining calendars, scheduling appointments, and assisting the SP Director with various task related to Standardized Patients.
Please be advised that the full annualized salary range for this position is $40,674.24 to $57,649.68; however due to budgetary reasons, the pay for this position will be based on the candidate's education/experience and will not exceed the mid-point of the pay scale which is $47,230.56. |
| Posted Minimum Requirements |
| 1. Minimum of 2 years demonstrated related experience in an office environment providing administrative support, including managing complex appointment and travel calendars with frequent changes for multiple individuals. 2. Exceptional organizational, time management and general office management skills. Ability to prioritize and meet deadlines working with frequent interruptions. Ability to work on multiple assignments and manage time effectively to ensure deadlines are met in a fast-paced office. 3. Ability to work within a team and establish and maintain cooperative working relationships. Ability to interact effectively as an individual and a team member with department staff, faculty, students and outside community members. 4. Ability to maintain confidentiality, exercise discretion and sound judgment. 5. Prior experience processing routine accounting/financial transactions and coordinating travel. 6. Excellent oral, written, presentation, and interpersonal communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. 7. Demonstrated ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Demonstrated skill in creating and editing documents in word processing applications using advanced features and creating spreadsheets and reports using Word, Excel, Power Point or other software applications. 8. Skill in accurate record keeping with strict attention to detail. 9. Experience interpreting policies and procedures. |
| Posted Preferred Qualifications |
| 1. Bachelor's degree in a related field. 2. Demonstrated administrative experience in a university or higher education environment. 3. Knowledge and understanding of UCR policies and procedures. |