Administrative Assistant Full Time Days

Administrative Assistant

Mercy Fitzgerald Hospital is looking for an Administrative Assistant to join our team in Internal Medicine. The administrative assistant in Graduate Medical Education (GME) provides crucial support to GME leadership and residents by managing schedules, coordinating meetings and events, maintaining confidential records, preparing administrative documents, and serving as a liaison with internal and external departments. This role involves strong organizational, communication, and technical skills, with duties including data entry for resident records, creating resident block schedules, tracking program requirements, and assisting with resident-related processes like recruitment, orientation, and evaluations.

Key Responsibilities

Administrative Support : Provide administrative and clerical support to GME leadership, program directors, and faculty.

Scheduling & Coordination : Coordinate and schedule meetings, didactics, and various program-related events, including securing venues and preparing agendas.

Record Management : Maintain confidential files, databases, and records for residents, faculty, and programs, often using specialized residency management software.

Communication : Serve as a primary point of contact, handling telephone inquiries, managing mail, and ensuring professional and timely communication with various stakeholders.

Documentation : Compose, edit, and proofread correspondence, reports, presentations, and other documents as needed.

Data Entry : Accurately enter and update data into residency management system.

Resident Support : Assist with tasks such as preparing paperwork for resident orientations, managing resident data sheets, tracking licenses and certifications, and assisting with resident evaluations.

Meeting Support : Attend meetings, take minutes, and track follow-up actions and deliverables.

Office Operations : Assist with ordering supplies, setting up for events, and other general office duties to ensure smooth operations.

Essential Skills & Qualifications

Organizational Skills : Ability to manage multiple tasks, prioritize workload, and maintain order in a fast-paced environment.

Communication Skills : Excellent verbal and written communication skills for interacting with residents, faculty, and other staff.

Technical Proficiency : Computer proficiency, particularly with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with residency management software, a plus.

Attention to Detail : Meticulous in data entry, record-keeping, and document preparation.

Discretion : Ability to handle highly confidential information and maintain professional boundaries.

Interpersonal Skills : Strong interpersonal skills for building relationships and collaborating effectively with internal partners and external institutions.

Qualifications

Prior Administrative Assistant experience preferred

Associates degree preferred

Competent with Microsoft Office Products (Word, Excel, PowerPoint)

Must be able to exercise discretion in working with confidential and sensitive matters.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law. Our Commitment to Diversity and Inclusion Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions. Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity. EOE including disability / veteran