Administrative Assistant I/II - Residency Program - VCMC

Description

Under general supervision, provides Residency Program administrative services to Medical Education Department (MED) management. The ideal candidate will have administrative experience in a Residency Program, including the maintenance of resident/physician/medical student schedules. This person will have excellent interpersonal, communication, and computer skills. In addition, the ideal candidate will be able to recognize and resolve a variety of departmental issues in a high-stress, fast-paced environment.

PAYROLL TITLE: Administrative Assistant I/II

APPROXIMATE SALARY

Administrative Assistant I: $26.20 - $36.66

Administrative Assistant II: $28.80 - $40.40

EDUCATIONAL/BILINGUAL INCENTIVE: Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

AGENCY/DEPARTMENT: Health Care Agency - Medical Education Department.

Administrative Assistant I/II are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies. There is currently one (1) Regular vacancy.

TENTATIVE SCHEDULE
OPENING DATE: July 09, 2025

CLOSING DATE: July 15, 2025

Examples Of Duties

Duties may include but are not limited to the following:

• Maintains the master schedules for the Residency Program and associated attending physicians as per the guidelines of the American Council for Graduate Medical Education (ACGME);
• Prepares, coordinates, and maintains a variety of Residency Program activities, tasks, and reports;
• Performs a variety of projects and assignments in direct assistance to MED management;
• Analyzes and prepares budgets and supporting documentation
• Provides assistance in preparing a variety of medical correspondence and reports, including those submitted to accreditation bodies; [
• May monitor the work of subordinates or coordinate the work of others assigned to perform general administrative tasks;
• Maintains MED membership status with various accreditation bodies and ensures compliance with them by monitoring and reporting on data and by staying current on requirements and assisting MED management with responding to any changes that arise;
• Assists residents in applying for their medical licensure with the Medical Board of California (MBC); and
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE

A combination of education and/or experience that would provide the required knowledge, skills, and abilities.

This can be demonstrated by possession of an Associate's degree in a related field AND

Administrative Assistant I - two (2) years of administrative support experience.

Administrative Assistant II - three (3) years of administrative support experience.

NECESSARY SPECIAL REQUIREMENTS

• Two (2) years of experience maintaining a complex staff schedule
• Advanced in Adobe Acrobat, DocuSign, and Microsoft Office applications
• Must have strong written and oral communication skills

DESIRED

• Bachelor's or Master's degree in a related field
• Some experience with event planning
• Experience with ERAS, New Innovations Residency Management software.
• Experience with Accreditation Council for Graduate Medical Education (ACGME), American Board of Family Medicine (ABFM), American Academy of Family Physicians (AAFP), and/or Medical Board of California (MBC).

KNOWLEDGE, SKILLS, and ABILITIES:
Working knowledge of:

• Principles and techniques of administrative and fiscal analysis, organization and staffing (particularly as it relates to complex scheduling), and public relations;
• regulations and requirements of various regulatory/accreditation bodies such as the ACGME, ABFM, AAFP, and MBC; and
• compliance monitoring and reporting as related to those organizations.

Skill in:

• A variety of computer applications and websites, including Electronic Residency Application Service (ERAS); New Innovations Residency Management software; Microsoft Excel, Word, and PowerPoint; Adobe Acrobat; and DocuSign;.

Working ability to:

• Prepare a variety of reports and recommendations; communicate effectively, both orally and in writing; and
• establish and maintain effective working relationships with co-workers, physicians/residents/medical students, the general public, and outside contractors.

Recruitment Process

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources, Health Care Agency, no later than July 15, 2025 at 5:00 p.m.

To apply on-line refer to web site: www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 677-5184, for application materials and submit them to County of Ventura Human Resources, Health Care Agency, 646 County Square Dr., Ventura, CA 93009.

INFORMATION FOR TRANSFER CANDIDATES: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) for additional information.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

TRAINING & EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process. It is highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

ORAL EXAMINATION - 100%: A job-related oral examination may be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: The selection process may consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

If there are three (3) or fewer qualified applicants, a T&E or an Oral Examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post-offer background investigation, which may include inquiry into past employment, education, criminal background information and driving record, may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For more information about this recruitment, please contact Rhiannon Flores by e-mail at Rhiannon.Flores@venturacounty.gov or by telephone at (805) 677-5183.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

Closing Date/Time: 7/15/2025 5:00 PM Pacific

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• County of Ventura

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