Coordinator (Graduate Medical Education)

Job Summary

The Office of Graduate Medical Education (GME) is seeking a highly organized and detail-oriented Administrative Assistant to support the administrative, financial, and operational needs of the office, which manages benefits and services for more than 250 medical residents and fellows.

This position serves as a primary point of contact for the GME office and requires strong organizational, communication, financial, logistical, and problem-solving skills. The Administrative Assistant works independently under general supervision, exercises sound judgment in interpreting policies and procedures, and prioritizes competing responsibilities in support of the office’s goals and objectives.

Key responsibilities include managing and reconciling trainee leave balances and annual sick leave bank enrollment; coordinating office and Associate Dean of GME calendars, meetings, correspondence, reports, and meeting minutes; and preparing materials for the monthly Graduate Medical Education Committee meetings in accordance with accreditation standards.

The position also provides financial and operational support by processing and reconciling ProCard and Voyager transactions, managing resident education fund accounts, coordinating travel, ordering supplies, and maintaining office inventory. The Administrative Assistant evaluates situations, determines appropriate courses of action within established guidelines, and makes recommendations for improving office procedures and processes.

The successful candidate will demonstrate exceptional attention to detail, discretion, initiative, adaptability, and the ability to manage multiple priorities while providing responsive and professional service to GME trainees, faculty, staff, and other stakeholders. Other duties may be assigned as needed to support the effective operation of the Office of Graduate Medical Education.

Knowledge, Skills and Abilities

• Knowledge of best office practices and procedures. 

• Knowledge of computer software (Word and Excel) to accomplish word processing and spreadsheet management. 

• Skill in interpersonal communication with constituents of diverse backgrounds. 

• Skill in organizing documents  

• Skill in organizing spreadsheets and managing budgets. 

• Ability to organize and prioritize multiple tasks 

• Ability to maintain confidentiality and professionalism with all associated duties. 

• Ability to learn and use ETSU’s management system, Voyager. 

• Ability to learn new technology as needed (e.g., Teams, learning platforms). 

• Ability to set up equipment contracts and maintenance contracts. 

• Ability to report needed work orders and track them with ETSU Facilities 

• Ability to establish and maintain effective, congenial working relationships and function as part of a team. 

• Ability to work independently and as a member of a diverse team. 

• Ability to communicate effectively. 

• Ability to solve problems, conceptualize, make decisions, and accept responsibility. 

• Ability to meet deadlines and work under pressure. 

• Ability to apply skills in accomplishing goals and objectives. 

• Ability to complete other related duties as assigned. 

Required Qualifications 

• Associate's degree plus three (3) years of secretarial office experience, or an equivalent combination of education, training, and experience. 

Preferred Qualifications 

• Bachelor's degree preferred or equivalent work experience 

• Certified Authorization Professional (CAP) Certification 

*This is an on-site position and is not remote.

Compensation

• Job Family  - Administrative Associate 3N

• Salary – MR 4

• For more information regarding benefits, please visit (Employee Benefits)

Application Instructions 

• Non-exempt positions are only required to be posted for a minimum of five (5) calendar days. The closing date for this posting is subject to change without notice to applicants. 

• Satisfactory background is required for this position

   

Documents required to apply: 

• Cover Letter 

• Resume 

• Letters of Recommendation (Upon Request) 

• Copy of any certifications (Upon Request) 

ETSU is an Equal Opportunity Employer

University Overview

East Tennessee State University (ETSU) is an institution with over 14,000 diverse students highly ranked graduate and undergraduate programs. Located in the Southern Appalachian Mountains of Northeast Tennessee, ETSU serves as a hub for community, discovery, and service. Aligned with the institution's mission, we value efforts to engage in teaching, scholarship, creative activities, and service that involve community partners and address significant societal needs in our region and beyond. Recognized in 2024 as a Great College to Work For, recent strategic initiatives prioritize the institution’s focus on community engagement.

Disclaimer: The Job Summary is intended to describe the general nature and level of work individuals perform in this classification. It is not intended to be a complete list of all responsibilities, duties, and skills required. Management reserves the right to revise the job or require different tasks to be performed as assigned to reflect changes in the position. Employees must be able to perform the position's essential functions satisfactorily with or without reasonable accommodations.