Job Description

2601 E Roosevelt St, Phoenix, AZ 85008, USA Req #172
Friday, April 16, 2021

What You Will Do:

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 computer programs, 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. The Clerkship Coordinator/Administrative Assistant will:

· Provide administrative support for surgical sub-specialty services as assigned.

· Manage clerkship and CORE student rotations

o Ensure all documents and student rotations are set up timely and accurately

o Maintain the database for the program

o    Maintain evaluations and delinquencies

o Process applications for students to do rotations at Valleywise Health Medical Center

o Track delinquencies of mandatory paperwork, to include current immunizations, ACLS or BLS certifications

o Monitor VSAS on a daily basis for new requests

o Send welcome emails, to include first day instructions, rules and guidelines and goals/objectives

o 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

o Process post-rotation evaluations
o Review, process and upload letters of recommendation in ERAS

o 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

Position Type/Expected Hours of Work

· This is a full-time, non-exempt position. Days and hours of work are Monday through Friday, 8 hours per day (schedule assigned

at time of hire based on department need).

What You Will Bring to the Role:


· 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


· High school diploma or equivalent

· Bachelor’s degree preferred


· Computer literacy, to include proficiency in MS Office Suite and database management via Excel

· Strong, effective written and verbal communication skills

· Strong customer service skills

· Critical / proactive thinking

· High level of time and project management

· Effective and productive interpersonal skills

· Attention to detail

· Ability to multi-task

· Planning and organizational skills

· Ability to follow through on projects, assignments, and communications with accuracy and timeliness

· Ability to take initiative and establish priorities

Physical Mental Demands:

· Able to handle multiple projects with high urgency, at times can be fast paced work environment

Environmental Working Conditions:

· Normal Office Environment

Other details

  • Pay Type Hourly
  • Required Education High School
  • Job Start Date Friday, April 16, 2021

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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