Administrative Assistant for Internal Medicine

VCOM; Virginia; On-site; USD 42,000 - 55,000; Full time

Job summary

VCOM is seeking an Administrative Assistant – Internal Medicine to provide comprehensive office support for the Department of Clinical Affairs. The role involves managing student and preceptor records, coordinating rotation schedules, and maintaining calendars and department materials.

The candidate will work under the Discipline Chairs, handle credentialing submissions, assist in events, and support in creating documents using Microsoft Office, with a strong emphasis on organization and

Qualifications

• Associate degree or combination of college coursework and work experience. Bachelor's degree preferred.
• One to three years prior experience in office management preferred.
• Knowledge of principles and practices of basic office management and organization.

Responsibilities

• Coordinate and maintain student and preceptor records for the internal medicine department.
• Work with Clinical Affairs regarding rotation schedules, exams, and placements.
• Maintain and update the department Outlook calendar for chairs and meetings.
• Monitor and assist with maintenance of the departmental website and biographies of preceptors.
• Input end-of-rotation exam questions into ExamSoft/SoftTeach as needed.
• Prepare documents using Microsoft Office and related software.
• Order office supplies and support project-based work and events.

Skills

Highly organized

Detail-oriented

Multi-tasking

Interpersonal skills

Communication skills

Team player

Customer service

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Outlook calendar

Email applications

Job description

Position Description

I. Job Summary:Working under the supervision of the Discipline Chairs for the departments of Internal Medicine, the full-time Administrative Assistant performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization. Provides quality administrative support by displaying sound judgment, accuracy, diplomacy, confidentiality, and discretion.

II. Job Duties:a. Coordinate and maintain student and preceptor records for the internal medicine

department, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, and preceptor files.

b. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement.

i. Assist Chairs and Director of OMS 3 and OMS 4, in arranging clinical rotations, contacting preceptors, verifying rotation assignments with precepting physicians

ii. Maintain a current list of current site/rotation vacancies and opportunities in order to assist in placement of students in case the need arises.

c. Interact with rotation DSME’s, site coordinators, preceptors, and their office managers.

d. Communicate on a monthly basis with third year students regarding their upcoming rotations.

e. Coordinate site visits and conference calls with core site preceptors (actual site visit once each year, and followed by a conference call approximately six months later) to include preparation of meeting documents - agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.

f. Ensure submission of all necessary faculty credentialing and recredentialling information (CV, state license, board certificate, residency certificate, and medical diploma.) to the APT committee.

g. Maintain and update office Outlook calendar for each department chair to coordinate workflow (lectures, meetings, site visits, labs, etc.).

h. Monitor and assist with maintenance of the departmental website pages. Assure up- to-date biographies of preceptors.

i. Assure that each individual clinical site’s instructions are kept updated and accurate for student reference annually.

j. Maintain and update department Clerkship Manual when needed.

Job Title: Administrative Assistant – Internal Medicine

Department: Clinical Affairs Date: October 2026

Employee Category: Classified Staff Work Schedule: M-F, 40 hrs./wk.

Reports to: Discipline Chair forInternal Medicine

Percent Employment: 100%

Direct Reports: n/a

k. Input End of rotation exam questions into ExamSoft/SoftTeach software as needed.l. Create and modify documents using word processing, spreadsheet, database and/or

other presentation software such as Microsoft Office, including (but not limited to) preceptor payment invoices, master and individual site rotation schedules, site instructions, department newsletter, and Board reports.

m. Order office supplies as needed for the department.n. Support staff in assigned project-based work.o. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony,

graduation, golf tournament, Alumni Reunion Weekend, VOMA conferences, and other conferences as needed.

p. Attend all department and interdisciplinary meetings related to the role.q. Perform other duties as assigned in order to support the Department of Clinical

Affairs and VCOM.

III. Required Qualifications:

Education: Associate degree or combination of college level coursework and work experience. Bachelor's degree preferred.

Licensure or certification: n/a

Experience: One to three years prior experience in office management preferred Other skills important to this position:

Knowledge of principles and practices of basic office management and organization, including information gathering and monitoring

Be highly organized, detailed-oriented and able to multi-task in a fast-paced environment

Ability to work well either alone or as part of a team

Excellent interpersonal and communications skills

Strong team player

Commitment to organization’s values

Knowledge of Microsoft Office, telephone protocol, and email applications

Excellent customer service skills in dealing with executive level administrators, physicians, business executives, and faculty and professional students

Preferences may be given to applicants who have experience with medical terminology and operation of medical education protocol and operations.

The successful candidate must be eligible to work in the United States.

The successful candidate will be subject to a criminal history background check.

Regular, reliable or predictable attendance is an essential function of the job.

IV. Working Conditions and Efforts: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical demands: While performing the duties of this job, the employee is occasionally required to sit; use hands and vision for office equipment such as computers; talk or hear; moderate telephone usage. The employee must occasionally lift and/or move up to 25 pounds.Work environment: Office environment. Outside travel required 20% of time. The noise level in the work environment is usually minimal.

This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgment and discretion regarding matters of significance.Employment with VCOM is “at-will”. This means employment is for an indefinite period of time and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted to be in conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees.

V. VCOM core values: The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.

I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, disability, or protected veteran status.

I have been made aware of the College’s most recent campus safety report, the location of the college policies and procedures document, and the appropriate handbook for my position. I recognize my responsibility to be aware of the policies and procedures and I am in agreement to follow the policies and procedures as written.

I have read and understand this explanation and job description. I also understand that the job duties and description or the existence of the need for the position may be changed at any time as required by the College where growth of the institution or change in direction for the institution may change the duties of my department or the need for the position.

Employee Signature: _____________________________ Date: _______________ Approvals:Division Officer: _______________________________ Date: _______________ Campus Dean: _________________________________ Date: _______________ President: _____________________________________ Date: _______________