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Clinical Skills Administrative Assistant

Drexel University
Pennsylvania, United States
Salary Not Specified
Posted Date
Jul 21, 2022

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Position Type
Faculty Positions, Health & Medicine, Medicine, Administrative, Academic Affairs, Adult & Continuing Education Programs, Curriculum & Instructional Development
Employment Level
Employment Type
Full Time
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Job Summary

This position provides clerical assistance by supporting the administration of the Standardized Patient Program (SPP), Clinical Education and Assessment Center (CEAC), Clinical Skills and the Office of Educational Affairs in the Division of Medical Education.

Essential Functions
  • Working collaboratively with professional staff and faculty to assure that all SP Programs run smoothly
  • This requires the ability to take initiative and adjust to logistical changes quickly and cooperatively
  • Contacting standardized patients by phone and email to inquire about availability for training, teaching, assessment, and remediation dates for all standardized patient programs
  • Daily calling/emailing standardized patients to remind them of work and trainings scheduled for the following day, this allows for all scheduled student programs to be adequately staffed (very important)
  • Photocopying SP program materials prior to the start of all programs
  • Preparing folders in advance for standardized patients with blueprints, checklists, and any needed additional paperwork. This also includes putting door and desk instructions in protective coverings
  • Each day setting up CEAC rooms prior to programs. This includes posting door/desk instructions, and any Interstation materials
  • Breaking down all materials and storing them appropriately after sessions end
  • Daily payroll update of excel spreadsheet to track all standardized patient hours
  • Supply list to trainer (day of) for scheduled sps expected for training sessions
  • Contacting standardized patient applicants to schedule screening appointments
  • Once hired, each new SP requires a folder with a typed name label, application, and signed agreement form
CEAC Center/Sessions
  • Prior to all scheduled standardized patient programs, set up of the CEAC is required with all needed materials (desk/door instructions, sharpened pencils on desk in rooms and at carrels outside of rooms, note taking tablets)
  • The CEAC lab should be set up the day before for all sessions occurring in the AM or first thing in the AM if there were sessions scheduled in the PM on the prior day
  • Set up for all programs scheduled in the PM should be completed first thing in the morning unless there is a program scheduled in the AM the day of the session at which time center will need to be set up immediately at the end of the program
  • Copying of door instructions, checklists, and orientation information (when needed)
  • Responsible for ordering sheets and gowns, and properly storing them in lockers and laundry bin for programs and also requires removing and replacing laundry bags
  • Responsible for keeping exam rooms tidy, well equipped, and always supplied with (gloves, tongue depressors, cotton tipped applicators, alcohol wipes, cups, Kleenex, pillowcases, exam paper rolls etc.)
  • Checking all equipment and making sure everything is in working order
  • blood pressure cuffs, otoscopes etc. and hand Sanitizer outside of rooms for students use
  • Hand soap & paper towels in exam rooms and bathrooms (contact Environmental Services if needed)
  • Responsible for breaking down and properly storing all program materials after the completion of a SP program
  • Logging on and off computers in exam rooms and the waiting room as needed for select programs
  • Keep CEAC center locked at all times when not in use
  • Substitute for staff as needed
CEAC Year 3 Sessions
  • Create blueprints in SIMIQ (assign cases & sps to rooms), print blueprints and prepare sp folders
  • Monitor all 3rd year programs in CEAC. This requires that she/he pay close attention to all control room monitors as cameras will need to be moved and placed correctly to capture student performances
  • Immediately alerts SP Director if there is a program or technical issue
  • Monitors control room phone to communicate with SPs throughout a program
Medical Spanish Course
  • Assisting Course Director and class professor with student recruitment and registration. Copying weekly course materials as requested by course professor
Refresher Course
  • Communicate with the Continuing Medical Education (CME) Office to schedule standardized patient sessions in the CEAC for the CME office refresher course participants
  • Work with SP Director to assign appropriate SPs to Remed cases
  • Create blueprints for each Refresher session
  • Daily payroll update of Refresher excel spreadsheet to track all standardized patient hours
  • CEAC Lunch/Snacks – Helping with snacks and lunch for programs when needed
  • CEAC Supplies - Responsible for keeping inventory of all CEAC supplies and giving office manager list when supplies needed
  • Cannon - Placing service calls with Cannon and ordering staples for the copier when needed
  • Stationery – Ordering stationery and envelopes when needed
  • Office Supplies – Responsible for keeping all office supplies in stock and putting them away when they arrive
  • Parking Codes - Responsible for ordering parking codes and distributing and keeping a log of all codes
  • Environmental Services – Report all service issues to environmental services pertaining to paper towels, toilet paper, soap, trash pick-up and cleaning of CEAC
  • Maintenance – Report all needed repairs to Program Manager or directly to maintenance if emergency (toilet/sink repairs, air/heat problems, ceiling leaks, lights out etc.)
  • Attends staff meetings
  • Ability to multi-task and work within deadlines, must be a team player and flexible with providing support for co-workers when needed
  • Performs various task assigned to support Clinical Skills and Division of Medical Education
  • Performs other duties as assigned by supervisor
Required Qualifications
  • Associate's degree
  • 1-3 years of Experience
Preferred Qualifications
  • Experience working in an office or educational setting
  • Working knowledge of Microsoft Suite and the internet
  • Ability to multi-task and pay attention to detail
Physical Demands
  • Typically sitting at a desk/table
  • Typically standing, walking
  • Lifting demands ≤ 25lbs

Queen Lane Campus – Philadelphia, PA

Additional Information

This position is classified as Non-Exempt with a salary grade of G. For more information regarding Drexel’s Professional Staff salary structure,

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Jul 21 2022 Eastern Daylight Time
Applications close:Aug 22 2022 Eastern Daylight Time

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