Job Description

2601 E Roosevelt St, Phoenix, AZ 85008, USA Req #122
Wednesday, November 11, 2020
About the Role
DMG is seeking a professional, well-organized self-starter who possesses strong administrative and coordination skills, with demonstrated adherence to prioritization, timeliness and accuracy, as well as proficiency with the MS Office computerprograms, specifically Microsoft Word, Outlook, PowerPoint and Excel.  This position serves as the Clerkship Coordinator, with Administrative Assistant duties supporting several assigned surgical sub-specialty services.

What you will do: 
  • Provide administrative support for surgical sub-specialty services as assigned
  • Manage clerkship and CORE student rotations
    • Ensure all documents and student rotations are set up timely and accurately
    • Maintain the database for the program
    • Maintain evaluations and delinquencies
    • Process applications for students to do rotations at Valleywise Health Medical Center
    • Track delinquencies of mandatory paperwork, to include current immunizations, ACLS or BLS certifications
    • Monitor VSAS on a daily basis for new requests
    • Send welcome emails, to include first day instructions, rules and guidelines and goals/objectives
    • Maintain consistent, reliable communication with Academic Affairs to ensure that all required documentation and requirements are met and in place prior to their first day
    • Process post-rotation evaluations
    • Review, process and upload letters of recommendation in ERAS
    • Attend GME meetings on behalf of the program
  • Set up and track student observers / shadowers
  • Create / update / distribute monthly pager list
  • Coordinate M&M, Grand Rounds, Journal Club and Tumor Board conferences
  • Facilitate calendaring and administrative scheduling
  • Manage external interfaces, including screening / directing phone calls and vendors
  • Assist with collecting and maintaining detailed records for contract compliance items, such as Medical Director time sheets and monthly call schedules for assigned providers
  • Facilitate and monitor monthly call schedules for assigned providers and residents and ensure timely / accurate schedule postings / changes
  • Cross-check assigned Surgery department call schedule against Web-X schedule weekly and monthly to ensure accuracy
  • Listen effectively to patients, family members, or other healthcare professional callers who may need direction toward finding resolution to their care or billing issues
  • Make travel arrangements and prepare expense, business and mileage reports on behalf of providers
  • Submit check requests and expense reports on behalf of providers and residency programs
  • Maintain files on assigned physicians and advanced practice professionals to ensure that certifications and licensures are up-to-date
  • Continually work with Attending physicians to keep CV's up to date
  • Prepare, file and submit registration for conferences and professional memberships and certifications held by physicians and advanced practice professionals
  • Retrieve patient information, as requested, from electronic medical record system to assist providers with answering patient or  pharmacy inquiries
  • Assist in obtaining physician and advanced practice professional signatures as needed on documents for ancillary departments
  • Facilitate provider vacation schedules and time off requests
  • Maintain confidentiality of files
  • Clerical duties as assigned, including typing, filing, faxing, mailings, copying and data entry
  • Transcription / minute taking as requested
  • Distribute department mail
  • Provide backup to other department admins as needed
  • Special projects as assigned

What You Will Bring to the Role:


  • High school diploma or equivalent
  • Bachelor's degree preferred



  • Minimum of 2 years administrative/office support required   
  • 2 years administrative support in a medical/graduate medical education environment preferred
  • Medical Education and/or Clerkship Coordination experience preferred
  • Customer service experience and healthcare experience preferred

Other details

  • Pay Type Hourly
  • Required Education High School
  • Job Start Date Wednesday, November 11, 2020
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