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Department Secretary-MSU Medical Student Program

Traverse City, MI


Posted on August 26, 2017

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About Department Secretary-MSU Medical Student Program

Department Secretary-MSU Medical Student Program

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Munson Medical Center

Traverse City, MI


College of Human Medicine-MSU




Day shift


40 hrs



Job Details

Please provide a cover letter with the Employment Application. The most qualified candidate for this position should have: ° Excellent organizational skills ° Professional demeanor to respond quickly to program participants ° Ability to function under stressful conditions while being flexible to change priorities ° Excellent people skills to assist others ENTRY REQUIREMENTSFormal training beyond the high school level, or its equivalent in experience.Three years of secretarial experience.Computer literacy, high quality typing and transcription skills, ability to operate standard office equipment.Good organizational skills and understanding of office management.Excellent human relations and interpersonal skills.Ability to accept responsibility, to maintain confidentiality, and to function independently.Ability to communicate clearly in English, both orally and in written form.Ability to function under stressful conditions.Frequently utilizes personal computer, electric typewriter, and various office equipment.Physical Demands: Moderate physical effort (lift/carry up to 25 lbs.), frequent standing/walking, lifts supplies/equipment, manual dexterity and mobility, occasional reaching, stooping, bending, kneeling and crouchingSome travel may be required. ORGANIZATIONThis position reports to the Assistant Dean and may also receive direction from the Medical Student Coordinator. Provides secretarial support to the Medical Student Clerkship Program.Has constant working contact with hospital staff, managers, directors, administrators, physicians, medical students and department visitors. SPECIFIC DUTIES1. Supports the mission statement of Munson Medical Center: Munson Medical Center is the core of a regional health system. In partnership with physicians, we provide quality, compassionate, comprehensive, and cost-effective services for improvement of the health of our patients and the communities we serve.2. Embraces and supports the CQI philosophy of Munson Medical Center: We are committed to the name “Munson” meaning excellence. We will provide services that meet our customer’s requirements every time.3. Adheres to ESP House rules at all times.4. Acknowledges that safety is self-responsibility. Knows physical requirements of the job and works within those guidelines. Performs job duties safely at all times, utilizing learned body mechanics and transferring/lifting techniques. Plans actions to promote safety. Reports any unsafe situation/equipment according to hospital procedure.5. Assists clerkship coordinators with the preparation and implementation of the following clerkships. This includes: preparing clerkship letters (pre, mid, end); Updating and distributing syllabus for clerkships, lecture scheduling & reminding; preparing materials for clerkships, processing evaluation forms and E-Value system for clerkships, proctoring exams for clerkships, maintaining tracking log of all paperwork. OB-GYN Clerkship Pediatrics Clerkship Junior Surgery Clerkship Senior Surgery Clerkship Internal Medicine Clerkship Advanced Medicine Clerkship Psychiatry Clerkship Family Medicine Clerkship (initial and rural) Elective Clerkships – Traverse City and visiting students 6. Makes travel arrangements for students for away sessions.Assists the Community Assistant Dean with the preparation of Dean’s letters.7. Assists the Community Assistant Dean with the preparation of AOA applications.8. Assists the Community Assistant Dean and Community Administrator with student award applications. Maintains log of all award applicants.9. Schedules and coordinates Core Competencies.10. Coordinates video conferencing schedules for student meetings and core competencies.11. Is responsible for registering and scheduling students in ACLS, ATLS, ALSO, and PALS–requests needed materials from the Education Department.12. Typing of visiting medical student elective schedules for residency. Processes and maintains records and schedules for all visiting students.13. Processes MSU student registration including drop/adds and ensures students are properly enrolled.14. Serves as the coordinator of rural family medicine rotations for students from affiliated medical school.15. Maintains Block III records for all students and assists with orientation.16. Schedules student beginning and exit eye exams17. Serves as the primary person to maintain student files.18. Regularly updates the Community Administrators clerkship binders.19. Updates “Class of _” clerkship schedules.20. Maintains and updates Composite Schedule, including all regular and visiting student activity.21. Assists students in seeking letters of recommendation and ensures they are reviewed by the Community Assistant Dean or Community Administrator.22. Tracks USMLE Step 2 information.23. Coordinates the annual student match day lunch and dinner.24. Responsible for all aspects of convocation planning including designing and sending invitations, designing programs, obtaining certificates and plaques, and all arrangements for the convocation evening.25. Responsible for commencement planning – coordinating travel, ordering yearbooks, cap & gowns, etc.26. Ensures all graduating and visiting students have returned all MHC property – cancel beepers, collect keys, etc.27. Schedules Coordinators meetings as arranged by the Community Assistant Dean or Community Administrator.28. Library – Works with medical students and Community Administrator to ensure up-to-date required texts are in library.29. Responsible for annual purging of student files as requested by the Registrar’s Office at MSU.30. Coordinates the ordering of student supplies (books and labcoats) as needed.31. Answers and screens phone calls as needed. Routes and responds to messages as appropriate.32. Assists in the opening, screening and distribution of daily mail from outside, hospital and interoffice.33. Demonstrates positive customer service and communication skills in dealings with co-workers, students, residents, faculty, visitors, and the public.34. Consistently exhibits behaviors that support and promote the mission and vision of the organization.35. Fosters relationships to promote a single entity servicing both residents and medical students.

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