Position Description-Family Medicine Residency Program

Project Assistant

Job Title: Project Assistant

Status: Hourly, Full-Time, Non-exempt, At-will

Reports To: Family Medicine Residency Program Coordinator

Department: Graduate Medical Education (GME), Family Medicine

Work location: On-site at Healthy Rural California, Inc. office-not a hybrid or remote position

The Project Assistant, under the direction and supervision of the Program Coordinator , is a key member of the project team and responsible for supporting leadership in the operational management of grant funded projects. They coordinate the administrative workflow as delegated by the Program Coordinator(s) for the Family Medicine Residency Program, as well as general Sponsoring Institution work as needed, providing administrative support for the Program Director and function as a resource for leadership, faculty, and staff.

Essential Duties and Responsibilities

• Demonstrate a commitment to supporting Healthy Rural California (HRC)’s mission and aims.
• Support Program Coordinators in the operational and administrative duties of ensuring project success.
• Support relevant committees in an administrative capacity; including minute taking, document creation/procurement, and tracking.
• Provide general administrative support (i.e. making copies, filing) and assist with project document tracking and file maintenance (electronic and/or hardcopy).
• Support the Program Director by maintaining calendars and coordinating travel, as needed.
• Assist with annual activities and events, including recruitment, interviews, orientation, graduation and other medical education/residency program activities.
• Assist Program Coordinator with preparation for site visits and any other Internal and/or Special Reviews.
• Assist Program Director and Program Coordinator in facilitating the grievance process
• Develop brochures, invitations, announcements, and other written communications.

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• Assist with monitoring HRC to support compliance with ACGME standards. Assist in data and file maintenance and other tools needed to accomplish this task.
• Support and communicate residents’ needs to Program Director and Program Coordinator.
• In collaboration with Institutional Coordinator and Program Coordinator, facilitates medical student rotations with partner sites, to include utilizing VSLO online system to keep host profile updated, keep track of rotating medical students and partner medical schools, manage creation and execution of affiliation agreements according to AAMC standards, and other tasks related to medical student rotations.
• Performs other duties as assigned by the Residency Coordinator. Actively participates in professional organizations such as ACGME and other related organizations as needed.
• Attends at least one professional development meeting per year.
• Miscellaneous duties and responsibilities as determined by the department.

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Other duties and responsibilities as assigned:

Minimum Qualifications Education

High school diploma or GED required. Bachelor’s degree preferred.

Experience

• 6 months administrative, clerical, or internship work in a community-based organization, public health, medical clinic, non-profit or similar
• Passion to improve Public Health, Access to Care, and Mental Health in rural and underserved communities of Northern California required.
• Experience in a dynamic, start-up or new program environment a plus.

Knowledge, Skills and Abilities

• Exceptional organization skills.
• Ability to independently prioritize work.
• Ability to manage directions from multiple sources.
• Ability to utilize resources effectively.
• Critical thinking and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to adapt and adjust to new or changing situations.
• Exceptional interpersonal and communication skills.
• Ability to maintain confidentiality.
• Understands principles of record keeping and confidentiality (including HIPAA compliance).

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• Able to organize, schedule, and prioritize work for self and others to meet deadlines.
• Able to utilize interpersonal skills to work effectively with others.

Computers and Technology

Demonstrates proficiency with computer applications, online resources and equipment utilized by the faculty, residents and administration.

Certificates, Licenses and Registration

None.

Supervisory Responsibilities

This position has no supervisory responsibilities

Work Environment and Physical Demands

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

This position is subject to available grant funding. Hiring and continued employment is dependent on the availability of grant funds.

Healthy Rural California, Inc. is an Equal Opportunity Employer, Gender/Minority/Veterans/Disabled

Job Type: Full-time

Pay: $20.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Work Location: In person