• Administrative Secretary

    Posting Date 4 days ago(4/16/2018 12:02 PM)
    Job ID
    Einstein/Resnick - Bronx
    Employee Classification
    1199 Union
    Position Type
    Regular Full-Time

    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.


    Administrative Secretary Position Summary:

    The Division of Geriatrics has a required Geriatrics Clerkship for all 191 Einstein Medical Student. There are 13 clerkship rotations per academic year at 5 unique sites. The students from all sites have a complex schedules which includes spending one day at Calvary/Hospice, core lectures at Montefiore as well as site specific rotations. The Clerkship Coordinator reports to the Clerkship Director and is responsible for the oversight, coordination and documentation of the students at all 5 sites.        


    1. Interact with Einstein Registrar establish numbers of students for each rotation and at each site. Communicate with 5 sites to trouble shoot student requests for changes,
    2. Send “Welcome to Geriatrics” email to students at Montefiore and Kings Harbor site(one and two weeks prior to the start of each rotation)
    3. Send “Important Clerkship Information” email to all students from all sites ( one and two weeks prior to the start of each rotation)
    4. Create and send Calvary memo for all 5 sites including the Calvary staff.
    5. Design Montefiore and KH schedules involving student’s participation in 10 unique locations (GAP, Inpatient, KH, KH Rehabilitation PT, OT and speech pathologist, Montefiore-Moses Rehab, Montefiore Home Care, etc.
    6. Document flow of providers at different locations and absences and reschedule student accordingly.
    7. Review final schedules with Clerkship Director and IM/FM Geriatrics Residency Director
    8. Create and send Montefiore and Kings Harbor rotation schedules by Wednesday before next rotation.
    9. Review responses from faculty regarding changes to schedule and make changes
    10. Resend Clerkship Schedules to Faculty/Fellows
    11. Create clerkship orientation folders
    12. Determine days needed for Montefiore and KH students and send roster for meal tickets to house staff office the week before clerkship.
    13. Request and obtain feedback from preceptors during the 2 week rotation. Repeated emails. Combine into 1 document with all comments organized by student name.
    14. Document days absent for all students from all sites for documentation on final evaluation
    15. Check student logs on one45.com for all students from all sites and send emails regarding missing items Thursday, week 2 of the rotation.
    16. Maintain Geriatrics Clerkship documents on Canvas (aec0m.instructure.com) and communicate with students through this interface as appropriate
    17. Create sign in sheet and make copies of pretest for orientation
    18. Copy post tests for end of rotation
    19. Copy handouts, sign in sheets and evals for Monday lectures
    20. Document/keep track days absent. Submit to Clerkship Director for documentation on final evaluation.


    Experience and Educational Background

    • High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

    Skills and Competencies

    • Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned
    • Must demonstrate good judgment, initiative and attention to detail
    • Must be able to effectively track time and resources to prioritize own work assignments
    • Must be able to work independently and produce quality work from conception to completion on assigned projects
    • Must possess strong customer service, communication and organizational skills
    • Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
    • Uses independent judgment when responding to inquiries.

    Scope of Responsibility

    • Instructs staff in standard policies and procedures;
    • Distribute and / or assigns clerical work as directed.


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed