The purpose of this position is to provide administrative assistance to the Designated Institutional Official (DIO) and Chair of the Department of Neurology. This position will serve as a liaison and resource to respective direct reports and constituents. This position will assist in managing the daily operations of the office of the DIO and Department of Neurology; and is responsible for providing administrative support and assistance to the DIO and chairs.

Duties & Responsibilities

Support the Designated Institutional Official of Graduate Medical Education
- Review and answer correspondence with Program Coordinators, Residents, Fellows, etc.
- Plan events such as New Resident Orientation, Special Reviews and other GME-related meetings
- Assist supervisor in the revision, application and communication of GMEC policies
- Coordinate and contribute to the collection of data for internal and external annual reports, internal resident surveys, etc.
- Research, draft, and manage the budget of the GME Office and pay bills
- Assist supervisor with the resolution of problems in MedHub by communicating with involved parties, researching issues, and making recommendations
- Analyze administrative operating practices to create new systems or revise established procedures
- Work collaboratively with GMEC administrative officer to prepare for GMEC meetings
- Track citations, self-studies, and site visit return dates, etc.
- Revise GME annual report template with ACGME requirements when updates occur
- Coordinate mandatory orientation modules statewide
- Complete maintenance tasks in MedHub and provide administrative support to residency programs
- Invoice residencies
- Coordinate site visits
- Complete all necessary travel-related duties to include registration, travel reimbursement, car reservations, etc.
- Compose all correspondence as directed by the DIO and retrieve the mail at least twice daily
- Schedule meetings, take minutes, secure rooms, schedule video conferences, provide handouts, complete reimbursements, etc.
- File documents under the Versatile system and according to the records retention policy
- Copy, scan, edit, format documents, etc.
- Manage the calendar of the DIO
- Work collaboratively with all internal and external constituents
- Answer phones
- Complete inventory
- Order office supplies
- Complete Payroll and Human Resources-related functions
Support the Chair of the Department of Neurology
- Provide support for the Neurology clerkship at each of the 4 campuses.
- Provide support for the Neurology Sub-Internship at Fargo campus.
- Assist with planning the curriculum for the Neurology clerkship and sub-internship.
- Assist the Neurology clerkship director and department chair in preparing and maintaining the clerkship schedules and the annual clerkship report.
- Work closely with Neurology in setting up meetings (IVN or IP) for lectures throughout the clerkship.
- Prepare clerkship materials for students. Distribute to students as they progress through the clerkship.
- Order the National Board Subject exam and reserve room for taking exams at the beginning of each clerkship. Proctor the exams as scheduled on the last day of each clerkship and return them to the NBME.
- Support the Neurology Residency Director in running the neurology residency.
- Contact preceptors before clerkship begins; send mid-clerkship and end-clerkship evaluation forms to preceptors and make sure they are completed and returned in a timely fashion.
- Keep in contact with students throughout the clerkship to make sure they are completing assignments including online evaluations.
- Prepare agendas, materials, and attend student meetings, quarterly Neurology Clinical Coordinating Committee meetings, and other meetings throughout the year. Attend clerkship coordinator meetings as scheduled.
- Prepare faculty appointments, contracts, and payments for Community Faculty and Health Facilities (i.e., Altru, Sanford, etc.)
- Send Invoices/payments electronically to Accounting Services and process payments in ImageNow.
- Maintain student and faculty files for all four campus sites in Versatile; and follow the records retention policy.
- Complete Payroll and Human Resources-related functions.
- Work closely with Neurology Residency Program Coordinator in the hire and billing process for UND Neurology residents including:
  - Initiate and disseminate the criminal history background check form and tracking status of the check.
  - Submit the hire into the payroll database.
  - Return completed insurance application forms to the SMHS Office of Administration and Finance.
  - Complete Section 2 of the electronic 1-9 according to UND/SMHS policies and procedures.
  - Ensure that E-Verification of employment is completed when confirmation of satisfactory background check is received.
  - Remind residents to visit their financial institution to establish an account for the direct deposit of paychecks.
  - Send listing of new residents and those who have left the program to the Office of Administration and Finance in a timely manner.
  - Notify the Office of Administration and Finance of changes in residency hire or term dates so that insurance policies can be appropriately extended or cancelled.
  - Coordinate completion of FMLA paperwork, when needed.
  - Send and receive UND Neurology resident contracts and insurance applications working in conjunction with the program coordinator.
  - For candidates requiring visa work, work closely with appropriate personnel to initiate, track, and finalize the process.
  - Ensure that all human resource, payroll, and affirmative action policies and procedures are followed.
- Complete billing tasks for the SMHS Office of Administration in Finance in conjunction with the program coordinator.

Required Competencies

Knowledge of and experience with PeopleSoft software, forms, and procedures.
Ability to multi-task and prioritize assignments to consistently provide timely and accurate data and information.
Excellent interpersonal, verbal, and written communication skills
Ability to work with diverse groups to accomplish the mission of the offices of the DIO and Neurology
Ability to ensure timely and accurate follow-up
Ability to establish and maintain excellent working relationships
Ability to maintain confidentiality
Ability to multitask and prioritize assignments to consistently provide timely and accurate data and information
Ability to work effectively with faculty and staff from a variety of backgrounds within and outside UND

Minimum Requirements

Associate's degree in office administration, secretarial or related
Two years' directly related experience in an office setting
Experience with Word, Excel, and Outlook Calendar
Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

Four years' directly related experience in an office setting
Experience with UND and SMHS administrative, travel, accounting, purchasing, human resource, and affirmative action policies and procedures
Experience in graduate medical education
Experience with Perceptive Content
Experience managing grants

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