Administrative Assistant (Kingston)

Job Description

Job Description

Administrative Assistant – Podiatry Residency Program

Job Type: Temporary (3-Month Assignment)
Pay Rate: $21.25/hour
Location: Kingston, NY | On-site (Monday-Friday, 8:00am-4:00pm)

Job Overview

Madison Approach Staffing is recruiting for an Administrative Assistant to support a Podiatry Residency Program at our client's healthcare organization. This role provides administrative support for program leadership, assists in accreditation efforts, educational programming, and resident support activities. The Assistant will serve as a key liaison between the Program Director, residents, faculty, and the GME office. This position manages day-to-day operations of the program, serves as an important liaison and facilitator between residents, faculty, and other staff members, and supports accreditation compliance. The ideal candidate has administrative or program support experience, strong organizational skills, and ability to manage multiple priorities in a healthcare educational setting.

Key Responsibilities

Program Operations & Administration:

• Coordinate day-to-day operations and logistics for the podiatry residency program
• Serve as liaison between Program Director, residents, faculty, GME office, and institutional staff
• Manage rotation schedules, monthly updates, and distribution to residents
• Coordinate resident onboarding and offboarding processes
• Maintain resident biographical information and alumni records
• Arrange housing assistance and support for residents as needed

Accreditation & Compliance:

• Assist in accreditation efforts and maintain understanding of CPME (Council on Podiatric Medical Education) policies and requirements
• Track and verify resident case volumes and diversity per CPME 320 requirements using Podiatry Residency Resource (PRR) system
• Monitor work hours and ensure compliance with program requirements
• Compile, update, and submit accreditation reports to CPME, ABFAS, and other regulatory organizations
• Maintain all required compliance documentation and evidence files
• Support preparation for accreditation site visits

Resident Tracking & Documentation:

• Coordinate distribution, tracking, and filing of resident, faculty, and rotation evaluations
• Track and verify resident procedures and clinical experience
• Coordinate resident bi-annual performance reviews
• Draft recommendation letters and verification of training forms
• Maintain resident confidential files and records
• Track board eligibility requirements and certification exam registration

Educational Support:

• Coordinate ABFAS In-Training Examination (ITE) administration
• Assist with planning and execution of didactic lectures and educational events
• Support resident recruitment through CASPR (Central Application Service for Podiatric Residencies)
• Coordinate applicant interview day activities and logistics
• Maintain program databases and educational records

Communication & Customer Service:

• Manage program email inbox and distribute inquiries to appropriate staff
• Respond to resident, faculty, and staff inquiries regarding program policies and procedures
• Prepare meeting agendas and minutes
• Assist with program documentation and reporting

Required Skills & Experience

• Education: High school diploma or equivalent required; Associate degree or some college preferred
• Experience: Prior administrative, program support, or healthcare office experience preferred
• Organization: Strong organizational skills with ability to manage multiple priorities and deadlines
• Communication: Clear verbal and written communication skills; professional demeanor
• Technology: Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Confidentiality: Ability to handle sensitive resident and personnel information with discretion
• Medical Terminology: Basic understanding of medical terminology and healthcare environment
• Attention to Detail: Meticulous accuracy in record-keeping and documentation
• Customer Service: Professional, service-oriented approach working with residents, faculty, and staff