Administrative Assistant III

Albert Einstein College of Medicine

  • Full Time


1. Coordinates divisional office functions including organizing clerical functions and determining priority of tasks to insure efficient office operations.

2. Screens and responds to telephone and mail inquiries. Researches and prepares data in response to routine inquires and assists Director and/or administrator in preparing complex reports in order to respond to requests for information

3. Prepares and types routine correspondence, reports and forms to relieve Director and staff of work that can be performed by clerical staff for review by physicians and/or administrative staff

4. Performs routine clerical duties including tabulating data for reports, maintaining accounts and records, provides phone coverage and distribute mail. Provide clerical support for the department

5. Maintain Director’s calendar and/or schedule of appointments.

6. Is liaison between the Medical Students, the Medical school, the office of student affairs, the office of the registrar, House Staff Office. and other Pediatric Divisions during the rotation process; being sure all proper documentation, transcripts, recommendation letters, electives etc. are received and/or communicated on a timely manner.

7. Responsible for the coordination of the 3rd. year Medical Student Clerkship, 4th. year sub-internship and 4th. year Ambulatory Rotation at CHAM .

8. Updates database, student files, and information for Program Director. Updates and maintains clerkship website . Updates e-mail list yearly of Faculty, Residents, Fellows, NPs and PAs( that work with Medical Students for AECOM.)

9. Prepares, coordinates and distributes student schedules and all orientation material. Maintain Google calendar for Student to provide information on conferences, locations and lecturers. Maintain ED and Floor sign up sheets for Student rotations. Verify that CLIPP ( Computer Learning in Pediatric Projects) cases are done. Verifies student patient logs.

10. Reserves rooms for meetings, conferences and orientation .

11. Coordinates transportation to various clerkship clinical sites

12. Coordinate, collect, tally and maintain files and evaluations of students: Create and maintain student folders; Send out weekly e-mails to Faculty/Residents/PA to obtain Student evaluation; Tally evaluations and ensure all required information is in the folder; Send evaluations to Division Chiefs for any Faculty in their Division that received Student Evaluation.

13. Procure and distribute ancillary items such as meal tickets, computer access, uniform, beepers. Coordinate with Security to provide I.D access/entry to required areas. etc

14 . Secures, proctors and submits shelf exam; Prepares roster, books locations for the Shelf exam; Records all CHAM Student grades; Prints out all write ups and once graded, uploads grades into CANVAS (Medical Student Education/information database); Submit grading rubric with all grades through the cycle to Program Directors.

15 . Prepares for OSCE (Objective Structured Clinical Examination) Prepares and collects required folders and supplies Orders breakfast; Orients Students through process; Sets up OSCE surveys for Students on all computers; Sends out Thank You Letters to Faculty that participated.

16. Residency Program – Provides Program Assistant cross coverage and and support to the Pediatric Residency Program.

17. Facilitates all reimbursement documentation for Division

18. Maintains inventory of office supplies and equipment. Orders supplies when necessary. Contacts office equipment vendors concerning routine maintenance and repairs. Department has adequate office supplies in order to function efficiently

19. Utilizes PC based word processing and spreadsheet software to design forms and reports and store and retrieve information. May assist in administering PC based LAN systems and resolving minor problems.

20 . Integrates and and promotes Montefiore Standards of Excellence in daily practice.


  • High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered. Successful training in ERAS, New Innovations, AMION, CANVAS, Aquifer and One45 software programs. Excellent coordinating and communication skills necessary. Training in PC based automated word processing systems and spreadsheets, including excel, PC, or mainframe based management programs. Requires knowledge of medical or equally complex terminology.

Skills and Competencies

  • Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned
  • Must demonstrate good judgment, initiative and attention to detail
  • Must be able to effectively track time and resources to prioritize own work assignments
  • Must be able to work independently and produce quality work from conception to completion on assigned projects
  • Must possess strong customer service, communication and organizational skills
  • Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
  • Uses independent judgment when responding to inquiries.


Founded in 1955, the Albert Einstein College of Medicine {Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.

Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).

Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds“, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.

We have also been recognized by Forbes as one of the country’s best midsize employers in 2019. Forbes ranked Einstein in the top overall nationally among midsize employers. Einstein ranked 3rd within the education category in New York State and 9th nationally among all midsize education employers.

The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.

Performs routine administrative duties for the Director of Medical Student Education in the Department of Pediatrics. Coordinates the Medical Student Program including the Pediatric clerkship (MSIII), ambulatory care rotations (MSIV) and Sub-internship (MSIV). Coordinates orientation of students and rotations of work sites. Maintains student files. Collects and tabulates student evaluations. Proctor 3rd. year medical student exams. Coordinates travel arrangements for the Medical Students. Point person for Medical Students in addressing their needs during their Pediatric rotation. In the absence of Residency Program Secy and in high activity periods/during the recruitment season, will provide Program Assistant cross -coverage and support to Pediatric Residency Program . Uses New Innovations and Amion software programs when covering for the Pediatric Residency Program. Performs related work as required. May train clerical staff.