Administrative, Clerical, Support, Education and Training, Health
4 Year Degree
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 (U.S.) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other U.S. employment authorization).
Title: Executive Assistant
Department:Department of Field Activities
ReportsTo: Senior Vice President, Field Activities and Executive Managing Editor, Journal of Graduate Medical Education (JGME)
The Executive Assistant provides administrative and operational support to the Senior Vice President, Field Activities and Executive Managing Editor, JGME (dual role held by one person).
Department of Field Activities Overview
The Department of Field Activities is charged with organizing and overseeing ACGME accreditation site visits to programs and Sponsoring Institutions, as well as related planning, staff professional development, and quality improvement activities. Additionally, the department staffs the editorial and production office of the Journal of Graduate Medical Education, which is published bi-monthly.
Primary Duties and Responsibilities
Provide administrative support to the Senior Vice President, Field Activities and Executive Managing Editor, JGME, including calendar and schedule preparation and maintenance, making travel arrangements (flights, hotels, ), scheduling meetings, and setting up conference calls.
Schedule and prepare materials for various conferences and speaking engagements attended by the Senior Vice President, Field Activities and Executive Managing Editor, JGME.
Maintain e-mail and other address directories for the Field Staff, including current membership rosters, mailing lists, biographical sketches, and related documents.
Maintain e-mail, address directories, current membership rosters, Editorial Board Manual, mailing lists, and related documents for JGME and the Journal Oversight Committee (JOC).
Register booths and shipping materials for the Executive Managing Editor for various JGME events and conferences.
Assist with logistics (attendance polling, invitations, hotels, catering, event dinners, ) for two annual meetings of the Field Staff and two annual meetings of the JGME Editorial Board; arrange logistics for other special meetings as needed.
Transcribe source material; prepare documents; assist in the preparation and distribution of meeting agendas for the Field Staff meetings and meetings of the JGME Editorial Board; disseminate agendas, supporting documents, and other committee materials as appropriate.
Prepare and disseminate JOC agendas in the software used for ACGME Board Communications (Director’s Desk).
Maintain paper and electronic filing systems for the Department of Field Activities, JGME, and the JOC.
Prepare and send article summaries for the JGME Review of the Graduate Medical Education literature, entitled “What Editors are Reading,” and aggregate the results of the editors’ votes.
Compose and prepare letters for routine correspondence for the Senior Vice President, Field Activities and Executive Managing Editor, JGME.
Assist the Senior Vice President, Field Activities and Executive Managing Editor, JGME with monthly expense reporting.
Complete a variety of special projects, including data aggregation and creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
Obtain a working knowledge of the functionality of each team and department at the ACGME; handle incoming questions, transfer phone calls, or take messages for appropriate parties when necessary.
Order business cards and other supplies for Field Representatives and the JGME Editorial Board members as needed.
Additional duties as assigned.
Education, Knowledge, Skills, and Abilities
Three to five years of administrative experience required; executive office experience preferred.
Bachelor’s degree highly preferred.
Strong PC skills required, including expertise with Microsoft suite of software: Word, Excel, and Power Point.
Must also be skilled in using web browsers.
Exceptional writing skills, including grammar, for preparing executive correspondence required.
Excellent proofreading skills required.
Demonstrated ability to manage a workload of diverse tasks required; must be able to organize and prioritize workflow.
Strong interpersonal and oral communication skills required.
Sophisticated telephone skills required.
High tolerance for working under stress of deadlines required.
Must possess a well-developed sense of judgment and discretion to deal appropriately with confidential information.
Must be team oriented and able to integrate into a highly functioning team.
Must be extremely detail oriented in approaching assigned tasks.
Skills in online research and general resourcefulness a plus.
Must have a demonstrated ability to pitch in as needed to assist other ACGME units.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photocopier, telephone, etc.
Most of the work of the Executive Assistant is done in the ACGME Chicago office with the typical physical demands of an office environment.
Some travel (approximately 4-5 days) may be required during the ACGME Annual Educational Conference.
The physical demands described here are representative of those that must be met by an employee to 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 Executive Assistant:
Will regularly be required to sit and work for an extended period at a computer terminal, using computer programs and other computer tools.
May be required to lift, pack, and unpack trunks weighing at least 45 pounds for conferences/meetings.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer
About Accreditation Council of 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 AC...GME's mission is to improve health care by assessing and advancing the quality of resident physicians’ education through exemplary accreditation.