Will support the Department of Radiation Oncology. This position requires a friendly and high energy demeanor, ability to multitask, high attention to detail, professional and well established interpersonal skills, ability to work independently and as part of a team, creative problem solving and the management of both short and long term deadlines. NOTE: this is a one year, temporary position.
Physician Scheduling – 25%:
Develops, implements and maintains schedules within expected timelines for the Department of Radiation Oncology across multiple sites of care.
Interprets and applies complex scheduling policies and procedures, such as which physicians can be assigned to which clinical sites, requirements related to call and post call days, etc.
Provides updates on progress and challenges in building longer-term schedule and meeting milestones.
Partners with providers when creating or editing schedule. Maintains appropriate documentation, statistics, logs, and files as required. Respond promptly, professionally and respectfully to faculty inquiries.
Participates in regular meetings with QGenda staff to identify and remediate issues with the QGenda software package; identifies opportunities to maximize the Department’s use and implementation of QGenda capabilities as well as overall scheduling processes.
Identifies issues, communicates issues, and tracks resolution status of these issues
Facilitates training to back up staff member(s) to ensure continuity of operations and facilitates system training to providers as needed
Gathers and assembles clinical metric data for financial audits
Faculty Support – 20%:
Manages departmental events (catering, venues, AV, guests lists, document and review event after to improve for the next event), events include lectures, retirements parties, residency program requirements
Coordinate with faculty to maintain accurate CV information into digital database, stay on schedule for dossier application process and annual faculty reviews
Assist in proofing and making edits to faculty academic papers
Procures and uploads licensure and credentialing
Maintains academic calendars; organizes both virtual and in-person meetings
Research Support – 20%:
Manages the process to gather data to support the development of sponsored research clinical trials budgets
Coordinates with faculty to assist with the editing and compilation of sponsored research proposals
Maintains and manages calendars for research faculty
Organize, schedule and assist with facilitation of research faculty conference calls
Medical Education Support – 15%:
Manages scheduling physics graduate program courses, scheduling the departmental classrooms through ASTRA, and coordinating the scheduling of courses to avoid conflict with other programs each semester.
Assists with maintaining all current physics residents and alumni records. Reviews all requirements for completion of training program, audit status of all trainees to determine requirements for their next level of training, maintain alumni database and prepare final verification of training documents (summative evaluation and training verification forms); and complete request for training verifications.
Leads and coordinates events (orientation, welcome luncheon, research symposium, graduation banquets, job fair, recognition events) which support the residency programs.
Manages all components of Medical Student rotations including, onboarding and offboarding, scheduling rotations, reviewing and submitting observership badge paperwork, entering grades, electronic meeting management and related Webex recording; and exam-related activities.
Responsible for understanding curricular requirements and the implications of leaves on board certification eligibility
Manages absence record by updating and tracking vacation/meeting requests for residents via documentation and electronic spreadsheets and sending out current standings for leave requests to residents
Manages contact information for current and past residents
Partners with Residency Coordinator to implement process improvements.
Serves as a back up to Residency Coordinator
General Departmental Administrative Support – 15%:
Owns the maintenance of accurate and regular information on Department’s website and digital signage board, including compiling annual faculty publication summaries
Manages for Pcard reimbursements, prepare and process reimbursements and expense reports, recurring POs, and ordering of departmental supplies while maintaining inventory; negotiates contracts as needed
Maintains faculty information into Bios system
Maintains lab coats for faculty
Supports the annual updating of departmental IT inventory
Scans and uploads departmental documents electronically, answers and directs phone calls, and sorts and delivers mail and faxes
Additional Responsibilities - 5%:
Performs special projects and other duties as assigned by department.
Salary Range: $20.38 to $30.43 USD/hour
The University of Minnesota offers a comprehensive benefits package including:
Competitive wages, paid holidays, vacation and sick leave
Low cost medical, dental, and pharmacy plans
Health care and dependent daycare flexible spending accounts
Excellent retirement plans with employer match
Disability and employer paid life insurance
Wellbeing program with reduced insurance premiums
Tuition reimbursement opportunities covering 75%-100% of eligible tuition
Student loan forgiveness opportunity
Opportunities for growth and promotion
Employee Assistance Program
For more information regarding benefits: https://humanresources.umn.edu/sites/humanresources.umn.edu/files/2020_tcd-cslr-75100-ben-0105-7_cs_final.pdf
All required qualifications must be documented on application materials.
High school diploma/GED and five years of experience to include project management. Coursework in a related field may substitute for some years of experience.
Must be available to work Monday – Friday between 8:00 am to 5:00 pm
Demonstrated proficiency with databases / information systems and applications such as E-Value, New Innovations, PeopleSoft, Canvas, etc.
Experience effectively managing small to mid-size programs/projects
Ability to exercise independent judgment and decision making skills
Strong interpersonal & communication skills (written and verbal)
Excellent accuracy and ability to self-check accuracy of work
Ability to work independently and proactively
Strong problem solving skills
Experience providing administrative support to academic faculty
Experience in a medical/healthcare environment
Experience supporting Graduate Medical Education programs
Training in and knowledge of University of Minnesota systems, policies and procedures including EFS, PeopleSoft, RMS, Works, and/or QGenda
Strategic communications thinking.
Demonstrated outstanding attention to detail
Demonstrated ability to anticipate the needs of the department and individual faculty members and proactively work to meet those needs
Effective time management skills – uses time wisely, meets or beats deadlines, takes initiative to fill down time by helping others, flexibility
Internal Number: 337542
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.
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