Scheduled Hours

40

Position Summary

Performs advanced secretarial duties, coordinates office functions, provides administrative support for the Director of the Fellowship Program and Director of Imaging Research, responsible for sensitive areas of information, performs specialized/technical duties and maintains physician’s schedules with minimum supervision.

Job Description

Primary Duties & Responsibilities

• Manages administrative calendars for the Director of the Fellowship Program, Director of Imaging Research, and other designated Cardiology faculty, assists with calendar coordination for the Cardiac MRI Team and assists with conference room scheduling. Organizes and prioritizes time and travel commitments, meetings and conference calls. Prepares letters, memos, correspondence and updates contact lists. Assists with the maintenance of CV’s and bio sketches in the Washington University Profile System.
• Assists Fellowship Director in the coordination of the division fellowship program, which includes but not limited to:
  • Prescreening candidates.
  • Answering correspondence.
  • Responsible for coordinating communication contact lists and correspondence for the fellows. Managing selection process.
  • Liaison to internal/external agencies (ERAS, New Innovations, GME, AMA, NRMP, ABP, ACGME, OISS, BJC-CVO, SLCH).
  • Monitor program for compliance.
  • Create reports, and coordinate site visits.
  • Assist with the data entry for the ACGME website and prepares supportive documentation required for site reviews.
  • Maintains fellowship handbook and distributes yearly.
  • Maintains established fellowship policies, procedures and objectives including regulatory records for license, reports, and compliance.
  • Provides notifications as necessary.
  • Schedules interviews for selected potential fellows.
  • Makes travel arrangements, prepares visit itineraries, and assists applicants in getting to all appointments during visit.
  • Coordinates all duties required for new and graduating fellows.
• Coordinates and updates fellow’s rotation and conference schedules, including the SLCH on-call system.
• Maintains and orders office supplies for the Division of Pediatric Cardiology.
• Prepares, coordinates and manages the faculty Echo schedule.
• Monitors the general maintenance of the building, notifies maintenance of problems, places work orders, and follows-up with facility services on the completion of tasks.
• Provides backup coverage for other division support staff during planned and unplanned absences.
• Processes visitor forms and processes shadow requests.
• Other duties as assigned.
• Takes Accountability:
  • Adapts to change.
  • Accepts responsibility for learning.
  • Follows policies and procedures.
  • Communicates directly.

Preferred Qualifications

• Ability to type and use various software packages, and working knowledge of medical terminology.
• Effective verbal, written and interpersonal communication skills.
• Demonstrated decision-making skills and ability to work independently.
• Working knowledge of general office equipment and computers (specifically Microsoft Office).

Required Qualifications

• Bachelor’s degree or equivalent working experience.
• Minimum of two years’ experience working with residency or fellowship training programs or in a related field.

Grade

G08-H

Salary Range

$20.15 - $31.26 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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