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Albany Medical Center Medicine Education Office Assistant - Multispecialty Office, Albany in Albany, New York


Medicine - General

Work Shift:

Day (United States of America)

Administrative Assistant for the Office of Medicine Education. Supports the department in the daily operations of running the Medicine Fellowships, Internal Medicine Residency program, and Medical Student Clerkship in Internal Medicine.

Administrative Support to the Program Director:

  • Coordinate appointments, interviews, and meetings.

  • Assist with Curriculum.

  • Coordinate travel and conference arrangements.

  • Organize and disseminate correspondence to residents, faculty, and outside parties.

  • Take minutes at meetings.

Administrative Support to the Program Administrator:

  • Arrange committee meetings and appointments.

  • Coordinate travel and conference arrangements.

  • Provide support with residency recruitment.

  • Provide assistance with resident orientation.

  • Assist with end-of-year celebration and welcome party.


  • Enter annual schedules into New Innovations and Excel.

  • Enter call schedules into the oncall/operators system.

  • Update monthly and annual schedules as needed.


  • Maintain requests and requisitions for the residency office.

  • Fulfill requests for WB Mason, WorkFlow One, Facility Maintenance, Environmental Services, Telecommunications, Catering, Travel Accommodations, IS, Membership Dues, Expense Reports, Warehouse, and other outside vendors.

  • Maintain office inventory (all coffee, water, office supplies, equipment supplies) for the residency office and resident lounge.

  • Billing for Hilton Garden Inn, Travel Reimbursements, Recruitment Lunches and Dinners, etc.


  • Letters of recommendation.

  • Verification letters.

  • Coordinate travel reimbursement.

  • Assist with new intern orientation.

  • Order Chief Resident business cards and office signage.

  • Assist with exit paperwork.

  • Evaluations in NI.

Grand Rounds:

  • Annual application.

  • Coordinate schedule with Program Director.

  • Communicate with speakers to retrieve information necessary for each grand rounds.

  • Email notifications to all grand rounds attendees.

  • Verify that you have all necessary documents listed on the grand rounds checklist.

Other Administrative Duties:

  • Coordinate all office contact information (residents, vendors, etc.)

  • Maintain, organize, and purge resident files.

  • Create office-use forms.

  • Order office stationery.

  • Maintain residency lounge.

  • Phones and mail.

  • Be certain that all office equipment is maintained and operable.

  • Assist Program Administrator and Chief Residents.

  • Back-up to assist The Medicine Clerkship and medical students with basic requests.

Salary Range: $16.00/hr - $20.00/hr

Thank you for your interest in Albany Medical Center!​

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.

Albany Med is the centerpiece of medicine, research, and medical education in New York’s CapitalRegion and is the area's largest private employer with more than 10,000 employees.

Albany Med offers excellent career opportunities in a wide range of roles in both patient care andadministration. We value all our staff members and offer outstanding employee benefits including:

  • Excellent health care coverage (http://albanymedcareers.com/benefits/employee-health-%20benefits/) with lower copays at most Albany Med providers.

  • A wide array of services and programs to support emotional, physical, and mental wellbeing (http://albanymedcareers.com/benefits/employee-advantages/)

Anchored in the state’s historic capital city, Albany Med offers a full range outpatient and inpatient careand is home to the region’s largest hospital, only Level 1 trauma center, and only children’s hospital. Thedowntown campus also offers opportunities at Albany Medical College.

Albany Med partners with Columbia Memorial Health, Saratoga Hospital and Glens Falls Hospital to form the Albany Med Health System, serving more than three million people over 25 counties.