Accreditation Council for Graduate Medical Education (ACGME)
September 14, 2018
Full Time - Experienced
Administrative, Clerical, Support
4 Year Degree
ACCREDITATION COUNCIL FOR GRADUATE MEDICAL EDUCATION (ACGME)
The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the Accreditation Council for Graduate Medical Education (ACGME).
Applicants must be currently authorized to work in the United States (US) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other US employment authorization).
Title: Accreditation Assistant
Department: Department of Accreditation Services
Reports To: Executive Director
Work Schedule: Full-Time
This position is devoted to the accreditation team, with additional activities as directed by the Executive Director.
The Accreditation Assistant works under the direction of the accreditation team to provide administrative support to the assigned Review Committee(s). The Accreditation Assistant prepares and processes materials, maintains records, and provides customer service in response to calls and e-mails.
Job Context/Background Information
The Accreditation Assistant performs a variety of tasks that require following standard procedures. The work requires planning out the workday, prioritization of tasks, and completion of projects on time. Most of the work involves compiling and processing materials according to defined routines, keeping specified records, and triaging or responding to calls and e-mails from graduate medical education (GME) program staff and Review Committee members.
The Review Committees are composed of physicians and other experts who review GME programs for accreditation purposes. They do this by reviewing extensive information provided by the programs, site visit reports prepared by ACGME Field Representatives, and other materials relevant to each review. Based on their reviews, the Review Committees issue findings that require varying levels of follow-up by ACGME staff members. This material is kept in the Accreditation Data System (ADS), which Accreditation Assistants manage for their Review Committees.
Each Review Committee meets two to three times per year to review the GME programs. Between meetings, interim requests for program changes and correspondence from GME programs with issues are processed by the ACGME accreditation team. In addition, Review Committees periodically review and revise their specialty's and subspecialties' Program Requirements.
GME program directors and coordinators regularly contact the ACGME with questions or concerns. Residents and fellows also occasionally contact the ACGME. These interactions may be simple or may require more in-depth knowledge of accreditation requirements and processes. The ACGME also conducts periodic training sessions for GME program staff members on these topics.
Primary Duties and Responsibilities
Prepare Materials for Review Committee Meetings
Retrieve list of GME programs to be reviewed for each upcoming Review Committee meeting.
At the direction of the accreditation team, pre-populate reviewer templates for reviewers to use in noting findings and recommendations; upload completed templates for access by Committee members.
Upload completed meeting agenda books and program reviews for access by Committee members.
Keep track of when progress reports, rebuttals, etc., are not received from programs by the meeting agenda deadline and notify the supervisor.
Review Committee Meetings
Order nametags and tent cards, and ensure accuracy.
Attend in-town meetings.
Assist the team in preparation of meeting minutes and processes related to decisions made at the meeting.
Assist Review Committee members with their expense reimbursement as necessary.
Customer Service and Information
Answer calls and e-mails; respond to questions and requests.
Provide information and guidance about basic processes; help constituents find information in the ACGME website.
Refer inquiries regarding more complex questions appropriately to other staff members; take callers information and facilitate timely follow-up.
Records and Information Resources
Maintain program files and accreditation information.
Maintain team records.
Maintain Review Committee membership rosters.
Accreditation Team Responsibilities
Facilitate communication for managers when out of the office
Open, process, and file mail daily.
Schedule conference calls.
Ship and mail items, including e-mails.
Interim Program Actions/Activities
Monitor the Accreditation Data System (ADS) for requests from programs; independently process temporary interim requests and compile standard set of supporting documents needed for each request; prepare lists summarizing requests to send with relevant materials to Review Committee members as appropriate, and communicate request disposition to the requesting program; upon receipt of Committee response, prepare standard letter to post in ADS.
Monitor temporary increase in resident complement expiration dates.
Receive correspondence and communicate with program directors via e-mail; forward correspondence appropriately for handling.
Set up and populate templates for tracking interim Review Committee activities and decisions.
Process new program applications, ensuring all required documentation is completed, and submit to the Department of Field Activities for processing; assign site visit date as instructed; create program file.
Other Duties as Assigned, including:
Assist the Senior Vice President, Surgicall Accreditation in facilitating activities and meetings of the Council of Review Committee Chairs (CRCC), to include meeting planning, maintenance of membership rosters, hotel and flight arrangements, on-site catering, group dinners, coordination with Meeting Services and IT, e-mailing Council and staff members regarding meeting schedules, and sending materials for review
Assist the Senior Vice President, Medical Accreditation with calendar coordination; help with meeting scheduling, and travel (domestic and international), to include booking hotel accommodations and flights.
Prepare, reconcile, and submit expense reports for the Senior Vice President, Medical Accreditation and expense reports for other staff members within the Medical Accreditation Section, as directed by the Senior Vice President.
Education, Knowledge, Skills, and Abilities
Bachelor's degree preferred.
Three to five years work experience providing executive-level support preferred; related work experience may be considered.
Previous experience in the medical education field, with a medical society, in hospital administration, or in another medical or hospital setting preferred.
Excellent verbal, written, interpersonal, grammar, and proofreading skills required.
Sophisticated telephone presence and skills required.
Must be able to manage a workload of diverse tasks and organize and prioritize work flow.
Must be able to apply highly detailed, standardized procedures.
Must be able to work independently with minimal supervision, and to exercise independent judgment and tact.
Must be detail and customer oriented.
Must possess a professional and pleasant demeanor and understand proper business etiquette.
Must possess well developed senses of judgment, common sense, and discretion to deal appropriately with confidential information.
Must have strong computer and typing skills, including expertise with Microsoft suite of software: Outlook, Word, Excel, PowerPoint, and possibly Access.
Must be able to work in simple web applications.
Must be an enthusiastic team player with a strong work ethic.
Must be willing to assist in other areas, with a flexible and self-initiating approach in taking on other responsibilities and finding ways to contribute.
Position requires significant use of standard office equipment, such as a personal computer, keyboard, mouse, copier, fax machine, telephone, etc.
Position uses typical office software for word processing, spreadsheets, calendar, and e-mail, as well as proprietary ADS.
Most of the work of the Accreditation Assistant is done in the Chicago office of the ACGME with the typical physical demands of an office environment.
Some travel may be required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
While performing the duties of this job, the Accreditation Assistant:
Will be required to sit and work for extended periods of time at a computer terminal using computer programs and other computer tools
An Equal Opportunity/Affirmative Action/Pro Disabled & Veteran Employer
About Accreditation Council for Graduate Medical Education (ACGME)
The Accreditation Council for Graduate Medical Education (ACGME) is a private, non-profit, professional organization responsible for the accreditation of nearly 9,000 residency education programs and about 700 institutions that sponsor these programs in the United States. Residency programs are responsible for educating over 116,000 resident physicians in 135 specialties and subspecialties. The ACGME's mission is to improve health care by assessing and advancing the quality of resident physicians’ education through exemplary accreditation.