Job Description: Administrative Assistant 2
Ophthalmology
General Summary: The education coordinator works closely with the department chairman, program director, and faculty to promote and coordinate the education efforts for the Department of Ophthalmology. This individual acts both independently and in concert with various faculty members both within and outside of the department. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.
Principal Duties and Responsibilities:
1. Facilitates and coordinates continuing medical education programs and activities for the department that includes all CME programs and associated activities, the Eye Fair, Alumni Day, and the monthly Grand Rounds.
2. Works with the Chairman or his designate to create the CME schedule for the academic/calendar year. Attends the appropriate CME meetings to plan for the programs.
3. Maintains all records and documentation required for CME certification and other governing bodies.
4. For each CME program, structures and develops , identifies and coordinates program preparation, with the course directors, which includes, but is not limited to:
* Identifying grant opportunities for submitting applications to fund the CME programs
* Preparing all CME requirements for the CME application, disclosure statements, request for changes, letters of
agreement, etc.
* Selecting meeting venue, menus, audiovisuals, program staffing, etc.
* Handling and finalizing all communications for the program including, thank you letters, informational sheets and
posters, etc.
* Preparing and finalizing the syllabus, agenda, name badges, evaluation forms, etc.
* Developing and coordinating brochure design/production, save the date mailers, email lists, final proofs, etc.
* Coordinating pre-registration activities as well as activities on the day of the program
* Performing all post program activities
5. Handles the financial aspect of all CME programs, which includes but is not limited to:
* Developing a budget for the program with a positive financial outcome target
* Securing bids (and negotiating if necessary) for all services
* Checking for accuracy of all invoices and managing the payment of all vendors and parties
* Collecting all revenue from the corporate sponsors, as well as from the participants
* Reconciling the budget to determine the final outcome and providing that information to the appropriate recipients (sponsors, CME, etc.)
6. Responsible for all of the departmental publications including educational brochures, marketing documents, and other miscellaneous publications.
7. Maintains and manages the departmental library including but not limited to: the binding and archiving of periodicals and books; tracking and maintaining journal subscriptions; coordinating and tacking new book purchases; and tracking reserve materials.
8. Develop a paperless library system to manage and maintain electronic catalogue system.
9. Utilizing research from other departments and academic institutions, develops, designs and redefines the department's academic web page.
10. Acts as departmental liaison for the GME office and Med Hub requirements for Residents.
11. Participates in meeting the administrative needs of the academic offices which includes working with the other administrative staff and the Administrator.
Ophthalmology Resident and Fellow ACGME Required Academic Didactic Lecture Administrator Responsibilities:
1. Develops and coordinates ACGME academic didactic lecture program for the Residency Program.
2. Act as liaison for Residents and Fellows, oversee and maintains academic schedule, lectures and didactic programs.
3. Identifies and contacts attending physicians and assists in selection of ACGME required lecture topics and learning criteria and objectives.
4. Acts as resource to Sr. Residents and Residents for presentation preparation, including development of objectives and topics.
Knowledge, Skills and Abilities:
Knowledge: Bachelor's degree required with knowledge of clinical medicine, and graduate and continuing medical education. It is necessary for the education coordinator to understand the mission and goals of the Department of Ophthalmology as they relate to education.
Skills: Computer and file maintenance skills to facilitate the record-keeping aspect of the position.
Abilities: Ability to prioritize, multitask and work independently.
