Program Associate Jobs in Charleston, SC (NOW HIRING)

Job Description Summary

Provides comprehensive administrative and logistical support to the Emergency Medicine Residency Program, its leadership team, and Lead Coordinator, such as calendar management, room scheduling, coordinating Grand Rounds and weekly didactic sessions, record-keeping, and meeting preparation. Serves as a key liaison for outside hospital rotations. Assists with internal moonlighting processes of Emergency Medicine residents. Stays informed of internal GME policies and procedures, as well as external changes across ACGME.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000977 COM Emergency Medicine CC

Pay Rate Type

Hourly

Pay Grade

University-GEN08

Pay Range

45,300.00 - 61,100.00 - 77,000.000

Scheduled Weekly Hours

20

Work Shift

Job Description

Job Duties:

Assist with logistics related to Weekly Didactics Sessions (Curriculum) and Departmental Grand Rounds (35%)

• Corresponds with Grand Rounds presenters to obtain all required information for faculty and APP CME eligibility requirements, as determined by MUSC’s CME Office.

• Completes the annual Grand Rounds CME application.

• Prepares monthly Grand Rounds flyer and packet of required documents and sends them to MUSC’s CME Office in a timely manner to obtain approval for CME eligibility.

• Works closely with Curriculum Chief and EM Faculty to ensure Curriculum is up-to-date, especially with last-minute changes.

• Works closely with Clerkship Director/APD regarding attendance, for residents and faculty.  Send periodic attendance percentage reports to residents and core faculty.  

• Sends weekly Didactic emails (info and location)

• Responsible for ordering food for attendees at weekly didactics and grand rounds. Must ensure appropriate budgets are utilized and send invoice/attendance to Fiscal Manager for processing.

Outside Rotation Responsibilities (10%):

• Coordinates outside electives, applications to hospital(s), malpractice coverage confirmation, and evaluation forms. 

• Acts as liaison, for Residency Leadership and outside hospital contacts, providing required resident demographic information, on/off-boarding information, etc.

• Processes schedules of outside rotations for MUSC’s GME Office.

Oversee Departmental Moonlighting Process (10%)

• Process internal/external moonlighting paperwork for residents, once approved for moonlighting.  Obtain GME and Department Chair approvals.

• Process timesheets, confirming that date/hours listed match the schedule and appropriate signatures are obtained.  Send timesheets to Department Administrator to process payment.

• Regularly ensures that approved residents are meeting requirements for moonlighting to continue.  Report any violations to Residency Leadership.

Coordinate and Prepare for Residency-Related Meetings (15%):

• Assists with scheduling and meeting preparation for semi-annual reviews, Clinical Competency Committee (CCC) meetings, and Program Evaluation Committee (PEC) meetings.

• Responsible for reserving all classroom space for Weekly Didactics, Departmental Grand Rounds, Simulation, and any other educational events.

• Reserves space for annual ABEM ITE and acts as secondary proctor.

• Assists with securing space during onboarding/orientation month (July).  Help to coordinate the distribution of orientation materials to the new interns.

Provide Administrative Support to Core Faculty and Residents (25%):

• Schedules meetings for Program Director and Associate/Assistant Program Director and maintains/updates appointment calendars as necessary.

• Drafts and/or transcribes letters, reports, e-mail and other written communications for Program Director.

• Assists some core faculty and residents in preparation of presentations, abstracts, manuscripts and other documents relating to the Emergency Medicine Residency Program, as needed.

• Provides editorial and administrative assistance in preparing manuscripts for publication in various medical journals.

• Distributes training-related information to residents, as requested, including departmental and institutional policies.

• Assists in maintaining documentation of curriculum, accreditation documents, manuals, conference handouts, manuscripts, etc.

• Maintains and updates Program Directors and Associate/Assistant Program Directors curriculum vitae, as requested.

Other Duties as Assigned (5%):

• Ability to assist and fill in during recruitment and onboarding season.

• Attends monthly GME Program Coordinator meetings (GME) and quarterly GMEC meetings.

• Attends residency meetings as requested.

MUSC Minimum Training and Experience Requirements:

A bachelor's degree and one year relevant program experience.

Additional Job Description

Minimum Requirements: A bachelor's degree and one year relevant program experience. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees