Admin Assist Psych Train Prgm (Part Time, Day shift) - Nicklaus Children's Health System

Job Summary

Assists the Psychology Medical Education program in the administration and daily operations of the residents, practicum students, interns and fellows and other medical educations duties.

Job Specific Duties

• Responsible for Psychology Medical Training Program administrative duties such as answering and screening calls, checking emails, and assisting with daily operations. 
  
• Creates evaluation forms through electronic delivery.  
  
• Responsible for sending mid-year, annual, and post internship evaluation forms for current interns and alumni for APA compliance. Updates report with completion of all forms for interns and supervisors. Calculates means and sends to supervisors every 6 months. Communicates with past interns and fellows for completion of evaluation forms.  
  
• Updates the APA internship and fellowship directory, as well as APPIC internship directory. 
  
• Creates the AAPI portal for fellowship.  
  
• Updates internship and fellowship NCH website by September of every year as indicated in the APA summary letter.  
  
• Responsible for creating and updating a Directory of past trainees. Updates employment of graduates and licensures of past graduates. 
  
• Responsible for organization and scheduling of all applications including creating a spreadsheet, sending to all supervisors, participating in application meetings, and taking minutes. Updates presentations for interviews. 
  
• Communicates with all trainees and applicants about paperwork completion, onboarding, etc. 
  
• Creates orientation schedule for all trainees for June, July, August, and September. 
  
• Responsible for updating distal and proximal internship data, as indicated on the APA response letter. 
  
• Updates ARO (annual report of trainee information) for APA as well as Medical Education Department annual report for NCH Medical Education.  
  
• Maintains communication with trainees of all levels for verification forms. 
  
• Responsible for keeping track of trainees consults. 
  
• Collaborates with medical resident training on participation in psych consult supervision and clinics. 
  
• Assists with the observer program in the summer. 
  
• Responsible for maintenance of training binder. 
  
• Responsible for organizing mid and end of the year events. 
  
• Responsible for organizing topic specific seminars for the year, including inviting and scheduling guest speakers. 

Minimum Job Requirements

• 2-4 years of customer service experience and/or administrative assistant experience.

Knowledge, Skills, and Abilities

• High school education or equivalent preferred.
  
• 2 years of physician office experience preferred.
  
• Bilingual in English/Spanish preferred.
  
• Knowledge of office equipment and system programs including Microsoft Word, Excel, PowerPoint and Internet.
  
• Knowledge of grammar, punctuation, spelling, and business-related writing skills.
  
• Knowledge of medical terminology.
  
• Able to organize and compose general business communication for review and signature.
  
• Ability to represent department/function in a professional, courteous and efficient manner.