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Administrative Secretary Grade VII

Administrative Secretary Grade VII

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
1199 Union
Medicine - Administration
Position Type 
Regular Full-Time

More information about this job


 Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.


The Administrative Secretary plays a vital role in the smooth functioning of the site to allow ongoing high quality education for the clinical clerks and subinterns. The site Administrative Secretary supports and reports directly to the clerkship and subinternship site leader. The Administrative Secretary interacts daily with students and physicians involved in the teaching program. Essential skills include top notch organizational skills as multiple students are present in the hospital on different rotations at all times, ability to communicate clearly and professionally with students, physicians, site leaders and other rotation coordinators, and technology skills including use of spreadsheets and word processing.

Specific responsibilities include, but are not limited to:



  • Prepare site roster
  • Set up computer training
  • Set up security to issue IDs
  • Obtain meal cards for students
  • Prepare orientation binders for students
  • Assist site leader in recruitment of preceptors and lecturers
  • Prepare schedules for students
  • Reserve rooms for didactic sessions
  • Obtain evaluations forms from interns, residents and faculty members for each student
  • Prepare grade spreadsheets for all students
  • Transcribe narrative evaluations for all students
  • Assist site leaders with preparation of final student evaluations
  • Assist site leaders with preparation of departmental letters and personal letters of recommendation including keeping track of letter requests, generating letter templates, preparing verbatim comments from evaluations and uploading files to ERAS system


  • Assist students with orientation to the site and issues that may arise during rotations
  • Communication with chief residents to assign students to teams
  • Close follow up with interns, residents and faculty to complete and return evaluation forms
  • Update site leaders on any issues that arise during the rotation
  • Follow up with other site administrators and central administrator regarding information for rotations and submission of required paperwork including documentation of mid cycle feedback and observed clinical exams
  • Assist clerkship and subinternship director with OSCE events including set up and timekeeping during events



  • High School Diploma and 4+ years of administrative experience are required. Equivalent combination of education and experience will also be considered;
  • 3-5 years experience in multi-dimensional setting (higher education preferred, medical school a plus) preferred.
  • Excellent oral and written communication skills
  • Proficiency with MS Office
  • Ability to multi-task