Administrative Assistant for Emergency Medicine & Surgery

I. Job Summary:
Working with the Chairs for the Departments of Surgery and Emergency 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. Provide quality administrative support by displaying sound judgment, accuracy,
diplomacy, confidentiality, and discretion.

II. Job Duties:

1. Coordinate and maintain student and preceptor records for the two departments, which
include, but not limited to, rotation master schedules, rotation exam grades, student
rotation logs, and preceptor files.

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

i. Assist Chairs and Director of Student Rotation 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.

3. Interact with rotation site coordinators, preceptors, and their office managers.
4. Communicate on a bi-monthly basis with third- and fourth-year students regarding their

upcoming rotations, mid rotation evaluations and requirements for completion.
5. 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 for the EM and Surgery chair.

6. Ensure submission of all necessary faculty/ preceptor credentialing information (CV, state
license, board certificate, etc.)

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

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

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

10. Maintain and update Administrative Assistant Manual when needed.
11. Input lecture exam questions into ExamSoft/SoftTeach software.
12. 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, and yearly
department newsletter.

Job Title: Administrative Assistant for Emergency Medicine & Surgery

Department: Clinical Affairs Date: April 2026

FLSA: Non-Exempt Work Location: Virginia Campus

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

Reports to: Surgery and Emergency
Medicine Department Chairs;
Associate Dean for Clinical Affairs

Percent Employment: 100%

Direct Reports: N/A

13. Assist the Chairs with residency advising including scheduling of advising meetings,
creation of folders with advising documents, and keeping up-to-date records.

14. Order office supplies as needed for the departments.
15. Support staff in assigned project-based work.
16. Assist with SP Testing, Practical and ECE testing throughout academic year.
17. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and

graduation.
18. Assist in producing a periodical newsletter for the Departments of Surgery and Emergency

Medicine.
19. Maintaining the appropriate COCA binders for the Departments of Surgery and

Emergency Medicine.
20. Perform other duties as assigned to support the Department of Clinical Affairs and VCOM

III. Required Qualifications:

Education: Bachelor’s degree or equivalent experience.
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,

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

• 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, Polycom/Video conference

equipment and email applications.

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

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 50 pounds.

Work environment: Office environment. 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.