Description

JOB OVERVIEW

Supports the work of the assigned Review and/or Recognition Committees in their review and accreditation/recognition of graduate medical education (GME) programs. Responsible for coordinating the various aspects of committee meetings logistics and activities, compiling the materials and records needed to review and track accreditation, performing follow-up on committee decisions, and serving as a first-line resource to GME program staff members and residents/fellows. Successful performance of the job duties requires the ability to work with minimal supervision, comprehension of accreditation requirements and ACGME policies and procedures, strong attention to detail, and the ability to manage multiple tasks and deadlines concurrently.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Coordinates the preparation of program review agendas, inventorying and evaluating program documents, identifying review purpose, and determining the documentation required for the specific review.
• Coordinates various aspects of the individual program review process, such as assigning programs to individual reviewers based on skill set and knowledge base, identifying conflicts of interest for individual reviewers, compiling all necessary program review materials, and ensuring workload is appropriately distributed among reviewers.
• Updates and maintains committee membership information, committee resources, files, or data in the ACGME’s Accreditation Data System (ADS).
• Communicates with committee members to ensure accurate completion of all documentation for meetings, responds to inquiries, troubleshoots issues related to accessing information, and identifies missing information/documentation.
• Coordinates logistics for committee meetings working with various ACGME departments and outside vendors, including making hotel accommodations for all participants; arranging meeting room set-up, audio visual, and other IT needs; making group dinner venue and logistics arrangements; ordering meals during meetings; and other items as needed.
• Reviews and updates assigned committees’ web page content and other online information.
• Coordinates day-of logistics for both in-person and virtual meetings, including meeting room set-up and catering, IT support, group dinner logistics, and various aspects of virtual meetings, such as chats, breakouts, document sharing.
• Assists in note/minute taking and drafting meeting minutes for review by the Executive Director.
• Reviews and posts committee decisions, actions, and Letters of Notification in ADS.
• Tracks accreditation/recognition site visit requests and completion status.
• Serves as the primary point of contact to committee members for questions relating to accessing the ACGME reimbursement system and preparing expense reports for payment.
• Reviews interim requests made by programs in ADS, requesting additional information when required; processes the requests.
• Assists programs with questions regarding required documentation, specific program data requirements, or other requests.
• In procedural specialties, responds to requests and correspondence relating to graduate Case Log minima and completion of institutional volume forms.
• Responds to basic inquiries from programs and other external constituents, and answers questions about procedures, completion of forms, and annual data updates.
• Processes new applications and required accreditation/recognition site visit information.
• Coordinates meetings for subcommittees, task forces, or other work groups, as needed.
• Other duties as assigned.

QUALIFICATIONS

Minimum

• Bachelor’s degree or three years of experience as an institutional/residency/fellowship program coordinator or five years of administrative support in a health-related area.
• Strong interpersonal, verbal, and written communication skills.
• Demonstrated customer-oriented approach to both internal and external communication.
• Basic computer skills, including using the internet, Adobe Acrobat, and Microsoft Office 365 suite, to include Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.

Preferred

• Master’s degree in a relevant field of study.

REQUIRED KNOWLEDGE, SKILL SETS, AND ABILITIES

• Strong attention to detail and expert follow-up skills.
• Demonstrated sound judgment, common sense, and dependability.
• Skilled in working under tight timelines and comfortable balancing multiple projects and priorities simultaneously.
• Enthusiastic team player with a strong work ethic and demonstrated flexibility.
• Superior organizational and workflow management skills.

WORK ENVIRONMENT/CONDITIONS

• This position is based in a typical office environment with no specific or unusual physical or environmental demands.
• This role must be able to travel to meetings and other ACGME events both as assigned.
• Most of the work performed is normally done in the ACGME office and/or home office with the typical physical demands of an office environment.

The ACGME is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. The ACGME welcomes differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, gender identity, or expression status. All applicants who share this goal are encouraged to apply.