Administrative Fellowship Program Assistant

Job Posting Title

Administrative Fellowship Program Assistant

Agency

342 OFFICE OF THE CHIEF MEDICAL EXAMINER

Supervisory Organization

Medicolegal Investigations

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Job Description

Annual Salary: $42,500.00 - $51,500.00, plus benefits

Staring pay is dependent on education and experience.

Definition:

Under general supervision of the Division Manager and Fellowship Program Director, performs administrative duties of a varied nature requiring intermediate to advanced knowledge of computers, Microsoft Applications, and the Accreditation Council for Graduate Medical Education (ACGME) – accredited forensic pathology fellowship program. Will need use independent judgement in the application of policies and procedures associated with the function of the Eastern Division of the Office of the Chief Medical Examiner (OCME), forensic pathology fellowship program, and other general OCME policies.

Examples of Work Performed:

In general, one aspect is to assist the Program Director of the forensic pathology fellowship program with all fellowship-related responsibilities. This includes, but is not limited to:

• maintenance of fellowship policies and procedures
• regular interactions with the ACGME and National Resident Matching Program (NRMP), especially in regards to deadlines associated with both organizations to maintain accreditation and match prospective fellows
• regular communication with fellows and fellow candidates
• Assisting with fellowship program promotion, including travel to fellowship fairs and national conferences, maintenance of online postings, and assisting the Program Director with the program’s social media presence
• Maintenance of professional calendars, primarily for fellows and the Program Director
• Scheduling of fellowship program rotations, meetings, events, and evaluations, primarily through a web-based management program (New Innovations).
• Creation and maintenance of fellow binders
• To take and transcribe fellowship program meeting notes/minutes
• Traveling to national conferences twice a year

The second aspect is to assist the Division Manager and the Records Department with various tasks. This requires attention to detail and the functions may include but is not limited to:

• QC of Medical Examiner Cases
• Creation of cases in the vital records system
• Transcription for the rotating fellow
• Invoicing for reports
• Participating in the coverage rotation for reception duties
• Other administrative duties as assigned

Knowledge and skills:

Applicants must possess strong, accurate skills with spelling, punctuation, proper use of the English language, and medical terminology.

It is necessary for applicants to have experience with Microsoft Office, Microsoft Excel, and Microsoft Outlook. Applicants must possess accurate typing skills at a minimum rate of 50 WPM. Additionally, an ability/aptitude for navigating the internet and different professional sites is required.

Applicants must be able to deal tactfully and professionally with the public as well as handle confidential work with tact and discretion. The job requires extreme levels of attention to detail.

Education and Experience:

Bachelor’s level degree in business, public administration, or a closely related field, and five (5) years experience in government management or similar work.

Five (5) years of administrative office work experience. Medical residency or fellowship coordination experience would be beneficial.

At the option of the Chief or Deputy Chief Medical Examiner, years of experience in related fields may be substituted for education or other stated qualifications.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.