Program Assistant

Program Assistant - 90791

Northern Light Acadia Hospital | US:ME:Bangor or Hybrid | Administrative Support | Full Time

Salary range- $19.50-$28.09 USD

Department: Residency Program Clinic

Position is located: Acadia

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 5:00 PM

Salary Range : $19.50 - $28.09

Exempt: No

Summary: The Residency Program Assistant under the direction and supervision of the Residency Program Director will assist in the collaborative management of the Acadia Hospital Psychiatry Residency Program by ensuring scheduling of all residency applicants, residents, faculty and providers in a manner that meets the educational requirements, patient access need and hospital service obligations of the residency program to ensure continued program accreditation as mandated by the standards and requirements established by the ACGME RRC and all related osteopathic and allopathic Medical Boards. The Residency Program Assistant reports to the Resident Program Supervisor.

Responsibilities:

• Reports to Residency Program Supervisor who oversees completion of assigned tasks.
• Create and implement an annual resident rotation schedule in compliance with all educational experience requirements mandated by the ACGME and required by the Northern Light Acadia Hospital Psychiatry Residency.
• Assign all specialty rotations and work collaboratively with the Training Director to provide guidance on the administrative tasks related to logistical coordination of external rotations.
• Collaboratively work to develop call schedules with equitable distribution based on guidance from the Program Director.
• Coordinate the scheduling of community and specialty preceptors maintaining a schedule 3-6 months in advance.
• Coordinate schedules for office closure related to holidays, meetings, graduation, and events by appropriately blocking schedules and ensuring access at other times during the week.
• Maintain all rotation schedules and associated evaluations within New Innovations.
• Publish Resident inpatient service coverage on Call Scheduler.
• Schedule Faculty Advisor meetings for Resident physicians and provide required data for Faculty in collaboration with Residency Program Manager and Curriculum Assistant.
• Compile reports and data as needed for the purposes of ACGME accreditation, GME funding, research, and QI efforts.
• Coordinates ACLS and MOAB scheduling.
• Assist Residency Program Coordinator in the scheduling of Faculty and Residents for recruitment. Provide an informational session to Residency applicants on rotation schedules.
• Contribute to scheduling and coordination of Resident orientation including a meeting with new Residents about scheduling requirements and processes. Orient new Residents to New Innovations including patient and procedure logs, evaluations, duty hours and Milestone tracking.
• Assist Medical Education in arranging medical student rotations and developing composite student evaluations with input from Faculty and Residents.
• Coordinate medical student activities – orientation, medical student seminar, clinic assignments and exit interviews.
• Attend educational conferences or opportunities for Residency support staff.
• Provision of desktop coverage assignments.
• Troubleshoot scheduling challenges related to "call-ins" ensuring service coverage and patient access.
• Maintain schedules real time with updates in New Innovations and Call Schedule as well as direct communication with physicians and providers.
• Attend Clinic Staff Meeting and Residency Operations Meeting on a consistent basis.
• Track all resident PTO, CME, and sick/leave time.

Other Information:

• Prior experience with Cerner scheduling is desired
• Three to five years of administrative support experience
• Ability to multitask, prioritize, and work with deadlines
• Strong interpersonal skills and communication skills
• Ability to work efficiently and innovate

Competencies and Skills

• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
• Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.
• Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
• Develops Self and Others:Takes responsibility for engaging in professional self-development activities and programs. Strives to gain insight into their own values, strengths and weaknesses, interests and ambitions and takes action in order to enhance competencies and skills when possible. As a leader, encourages and guides employees towards growth opportunities to enhance performance and help them reach goals. Reviews and analyzes employees' strengths and weaknesses to distinguish their talents and development needs, and to ensure they are enhanced appropriately.
• Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
• Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.
• Fosters Innovation: Employs and encourages the use of meaningful creativity in solving challenges. Proactively identifies opportunities and uses new approaches to enhance processes, systems and services. When appropriate, suggests or initiates new strategies, products, services, and markets.
• Influences and Inspires: Builds enthusiasm and commitment among others to move in a desired direction and models it personally. Creates a compelling vision of success that motivates workplace initiative and energizes others to follow. Provides direction and guidance to encourage cooperation between team members in order to attain an objective. Has the ability to appropriately influence others' actions and decisions with and without express authority.
• Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.
• Seeks Process Improvement & Applies System Thinking: Possesses and gains insight into situations, problems and processes. Understands the interconnection between organizational elements. Deconstructs problems and systematically investigates the various components. Considers the impact of actions on the entire process/system. Detects problems and opportunities, recognizes important information, and links various data to trace potential causes and relevant details.
• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.
• Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.
• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of belonging, empowerment, and cooperation.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and