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 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: Accreditation Assistant
Department: Department of Accreditation Services
Reports To: Executive Director (or as delegated by the Executive Director)
Work Schedule: Full-Time
The Accreditation Assistant works under the direction of the accreditation team with which he or she is affiliated 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 the planning of work days, 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) programs and Review Committee members.
The Review Committees are composed of volunteers who evaluate GME programs for accreditation purposes. They do this by reviewing extensive information provided by the programs, site visit reports prepared by ACGME site visitors, and other relevant materials. Based on their reviews, the Committees issue findings that require varying levels of follow-up by ACGME staff. Â The associated material is kept in the ACGME Accreditation Data System (ADS).
Each Review Committee meets two to three times per year to review the GME programs that are scheduled for review. Between meetings, interim requests for program changes (e.g., temporary changes in the number of residents) and correspondence from GME programs with issues are processed by the ACGME. In addition, Review Committees periodically review and revise the Program Requirements and related documents for their applicable specialties and subspecialties.
GME program directors and coordinators regularly contact the ACGME with questions or concerns. Residents and fellows 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
Review Committee Meetings
Up to 80 or more GME programs may be reviewed during a multi-day meeting.
Retrieve the list of programs to be reviewed for each upcoming Review Committee meeting.
Pre-populate the templates for Review Committee reviewers to use in noting their findings and recommendations. Completed templates are uploaded to ADS for access by all Review Committee members.
Upload completed meeting agenda books and program reviews for access by Review Committee members.
Keep track of when progress reports, rebuttals, etc., are not received from programs in a timely manner for the meeting agenda deadline, and notify manager.
Prepare materials for meetings.
Order nametags and tent cards, and ensure their accuracy.
Attend in-town meetings.
Assist in preparation of meeting minutes and processes related to the decisions made at a given meeting.
Assist Review Committee members with their expense reimbursement as necessary.
Monitor ADS for requests from programs.
Process temporary interim requests for changes in resident numbers (also known as resident complement, participating site changes, and program director changes, etc., following set procedures.
Compile supporting documents needed for each request.
Prepare a summary of program changes for review by Review Committee members as needed.
Communicate Review Committee decision(s) to the requesting program under the direction of the Executive Director.
Upon receipt of accreditation decision from the Review Committee, and under the direction of the Executive Director, help complete the Letter of Notification to the program using comments from the Review Committee discussion, and post the decision and Letter of Notification in ADS for each program following approval and signature of the Executive Director.
Monitor end-dates for temporary increases in resident complement.
Set up and populate templates for tracking interim Review Committee activities and decisions.
Process new program applications; ensure all required documentation is complete, submit to Department of Field Activities for processing, as necessary, and assign site visit date as instructed.
Customer Service and Information
Answer calls and e-mails and respond to questions and requests from Review Committee members, specialty board members, program coordinators, program directors, residents, and fellows.
Provide information and give guidance about basic processes (e.g., submit requests for increase/decrease in resident complement, program director changes, completing and submitting new applications, deadlines, help with finding Program Requirements, FAQs, etc.); guide callers in finding information on the ACGME website.
Refer inquiries regarding interpretation of Program Requirements and other complex questions to a more knowledgeable party; take callers information and facilitate appropriate and timely follow-up.
Records and Information Resources
Maintain program files and accreditation information.
Maintain team records.
Update Review Committee membership rosters.
Respond to telephone and e-mail inquiries, and facilitate communication for managers when they are out of the office; route telephone calls as appropriate.
Open, process, and file mail daily; process and acknowledge correspondence.
Schedule and set up conference calls.
Ship and mail items, and e-mailings.
Education, Knowledge, Skills, and Abilities
Bachelors degree preferred.
Prior administrative and/or secretarial experience in an office setting required; may consider specialized education in lieu of experience.
Previous experience in a medical or hospital setting preferred.
Must be customer oriented with strong interpersonal, verbal, and written communication skills.
Must display proper business etiquette.
Must have good organizational and work prioritization skills; must be able to plan work to meet deadlines.
Must have a strong attention to detail and follow-up skills; must be able to apply highly detailed, standardized procedures.
Must be deadline-oriented, skilled in working under tight timelines, and comfortable balancing multiple projects and priorities simultaneously.
Must have a demonstrated ability to work independently with minimal supervision.
Must possess good judgment, common sense, and dependability.
Must have strong skills in Microsoft Word, Excel, Outlook, and PowerPoint; may require Microsoft Access skills.
Must be able to work in simple web applications.
Should be an enthusiastic team player with a strong work ethic and demonstrated flexibility.
Position requires significant use of standard office equipment, such as a personal computer, keyboard, mouse, copier, fax machine, telephone, etc., as well as typical office software for word processing and spreadsheets, and Microsoft Outlook 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