Academic Affairs Specialist at SBH Health System

Job Title: Academic Affairs Specialist; Clerical Work for Academic Affairs

Description:

Onsite, temporary to permanent position under the general supervision of Manger of department. Serves as administrative support. Performs professional clerical work and coordinates core and elective rotations as well as curriculum classes required by medical schools. General reports on demand, draft, and record minutes. Recommends and implements computer-based and other solutions. Provides varied clerical tasks and performs related work as required with minimal supervision.

Key Responsibilities:

Administrative Support

• Coordinate core and elective rotations.
• Perform general clerical duties, including document preparation, filing and correspondence handling.
• Retrieving files for verification
• Maintain and organize departmental health records, ensuring compliance with institutional standards and policies.
• Coordinate schedules and appointments for academic affairs staff as needed.
• Coordinate student orientation.
• Coordinate with IT for EMR training and network access.

Document Management and Record Keeping

• Assist in the creation, maintenance and updating of academic documents, including agenda, reports, and communications.
• Track and manage documents for academic reviews, performance evaluations and compliance requirements.
• Prepare and distribute departmental communications as directed.
• Review documents to ensure institutional requirements are met.

Department Liaison

• Act as a point of contact for inquiries related to academic affairs administrative tasks.
• Coordinate with all departments including but not limited to medical schools to support academic processes, activities, and events.

Meeting Coordination and Minute Taking

• Attend, coordinate and prepare for department meetings.
• Accurately record draft and distribute meeting minutes, ensure timely review and approvals
• Organize and maintain a record of minutes for easy reference and retrieval.

General Clerical Duties

• Handle email correspondence and respond to routine inquiries.
• Assist in the preparation of reports, presentations, and other materials.
• Perform data entry and update records within the department’s administrative systems.
• Generate reports (adhoc, monthly, productivity etc..)

Policies and Procedures

• Distribute policies and procedures including but not limited to compliance modules.
• Promote a safe, cooperative and professional health care environment to ensure optimum patient care (as per HR Policy 113c)
• Adheres to all hospital policies, procedures, rules and regulations, including but not limited to, absenteeism, ETIME, cellular telephone usage, dress code, confidentiality, and rules of conduct.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the job. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform another job-related duties requested by their supervisor in accordance with regulatory, legal, and organizational policies and procedures.