• Administrative Assistant III

    Posting Date 5 days ago(11/8/2018 1:04 PM)
    Job ID
    Employee Classification
    1199 Union
    Office of Medical Education
    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.


    The primary responsibility of this position is to set up and manage the system(s) used in the Office of Medical Education for collecting medical student evaluations of courses, clerkships, and instructors. The person will also be involved with data analysis and generating reports either directly from the system(s) or using another application, e.g., Microsoft Excel. Perform administrative support duties of a complex nature in support of departmental activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental office operations.

    Specific responsibilities and tasks include, but are not limited to:

    • Fulfill duties of all previous grades.
    • Ensure the accuracy of the database(s) of instructors in courses and clerkships by updating annually for changes in personnel. Work closely and coordinate with the Manager of Educational Support Services during the year for mid-year updates.
    • In consultation with Einstein’s registrar, ensure that students are appropriately assigned to their respective courses and clerkships. Update as needed.
    • Communicate with course directors, clerkship directors, and administrators to obtain information needed for setting up and sending out student evaluations.
    • Assist office staff and the Program Evaluation and Curriculum Improvement Subcommittee in analyzing the data and generating reports as required by policy. This includes searching for, printing, and sending teaching evaluation forms as may be requested from time-to-time.
    • Work with and assist the Data Analytics team to ensure they have access to the information they need to complete their assigned tasks, which include producing reports for the TeachingStar program.
    • Create and maintain a manual detailing the procedures involved for each task required in the system(s), and train other staff in the performance of those tasks.
    • Obtain an understanding of the workflow in the Office of Medical Education, and make recommendations for improving the efficiency of the processes used.
    • Manage the calendar of and arrange appointments and meetings for the Director of Assessment, Evaluation and Quality Improvement.
    • Answer telephones and provide appropriate information to callers, take messages and transfer calls.
    • Assist in coordination of conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed.
    • Assist with the coordination of all office
    • Assist in procurement and payment processes utilizing computer-based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders.
    • Provide administrative and programmatic support for departmental programs, including the taking of minutes and notes, as needed for committees and ad hoc working groups.
    • Perform other related duties as assigned.


    • High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be Bachelor’s degree is a plus.
    • 3+ years of experience in an academic environment, preferably in higher education.
    • Experience with student information systems, as well as curriculum management and learning management systems preferred.
    • 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.
    • Instructs staff in standard policies and procedures.


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