Administrative Specialist, Accreditation Services
Job Description
Full Job Description
Who we are:
The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, patient care, and community collaborations conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of people everywhere. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:
The Liaison Committee on Medical Education (LCME) was founded in 1942 and, since 1965, has been recognized by the U.S. Department of Education as the reliable authority for the accreditation of programs of medical education leading to the M.D. degree. The LCME has final authority for the adoption of new or revised accreditation standards or policies, and the LCME operates independently in conducting evaluations of medical education programs and in making decisions about the accreditation status of programs. The Accreditation Services Assistant provides administrative support by performing a variety of sophisticated and confidential administrative duties to support LCME and medical education accreditations.
Remote Work Eligibility
This position is eligible for remote work in the contiguous US
The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, patient care, and community collaborations conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of people everywhere. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:
- Significant employer 403(b) contribution
- Public transportation subsidy
- Generous paid time off program
- Tuition reimbursement
- Wellness program
Why us, why now?
The Liaison Committee on Medical Education (LCME) was founded in 1942 and, since 1965, has been recognized by the U.S. Department of Education as the reliable authority for the accreditation of programs of medical education leading to the M.D. degree. The LCME has final authority for the adoption of new or revised accreditation standards or policies, and the LCME operates independently in conducting evaluations of medical education programs and in making decisions about the accreditation status of programs. The Accreditation Services Assistant provides administrative support by performing a variety of sophisticated and confidential administrative duties to support LCME and medical education accreditations.
How will you make an impact?
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Send correspondence to LCME Communications Representatives and deans/FALs/SVCs (emails regarding, but not limited to: accreditation letters, follow-up letters to team members, survey date confirmation letters to deans, survey prep workshop invitations to deans, reception information to RSVP list, training information to team secretaries/chairs/members, etc.)
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Schedule conference calls and webinars and follow-up on requests, as directed by various LCME Secretariat staff (phone consults with schools, IRC or appeals panel calls, LCME subcommittee meetings, student nominations calls, etc.)
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Send correspondence to speakers for LCME Connecting webinars regarding presentation slides, due dates, expectations
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Maintain contact information in Survey Tracking spreadsheet, including medical school deans, presidents, chancellors, core survey personnel contacts from medical schools (FALs, SVCs, LCME Communications Representatives) and survey teams (faculty fellows, survey team members, chairs, and secretaries) and relay changes to AMA for accurate record keeping
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Coordinate internal and external communications about LCME student, professional, and public members and the LCME Distinguished Service Award nominations
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Compiles reports and prepares agendas and background materials. Maintains databases
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Coordinates special projects by developing project plans and schedules
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Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.
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Sets up meetings for others in work unit
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Exercises ability to handle sensitive situations
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Receives mentorship or expertise from supervisor or higher-level staff
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Performs complex tasks requiring the consideration of multiple variables to determine accurate course of action
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Provide timely responses to all general inquires received by the LCME Secretariat (phone and email)
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Maintain response template for general LCME inquiries/FAQs
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Lead staff in answering phone calls to the general LCME phone line
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Review content on Board Effect to ensure accessibility across all platforms (website/mobile device/iPad) and review draft presenter worksheets
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Archive/update school data in Survey Tracking after LCME meetings
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Rename and file accreditation letters to school folders
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Build and send post-survey evaluations to deans after survey visits, track evaluation completion, send results to the Assistant Secretary
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Set calendar reminders for LCME staff and track in Survey Tracking core dates/deadlines related to the survey visit process, including: survey visit dates, survey package due date, date SEFT account should be created for school/team, date post school evaluation should be sent to dean
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Track all information (maintain training logs) required by the LCME from survey team members, including COI/Confidentiality Forms, Survey Team/Chair Training Evaluations, New Team Members/Faculty Fellows
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Provide updates to/work with Assistant Secretary to ensure all required information from team members is received
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Draft/send Survey Team Secretary/Chair Evaluations and provide data to Assistant Secretary and Senior Accreditation Specialist
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Process travel reimbursements for Secretariat staff and constituent reimbursements for guest speakers and travel expenses (flight change fees and seat upgrades) sent by Chicago
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Process P-card transactions, such as AT&T phone charges, office supply orders, etc.
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Schedule staff meetings, solicit agenda items from LCME staff, host virtual meeting, and take notes for LCME staff meetings
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Provides project coordination for ad-hoc, specific LCME projects
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Participate in cluster and AAMC-organization wide taskforce/committees, as directed
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Assist in file management of accreditation materials and gathering materials for re-recognition submissions (e.g., WFME, U.S. Department of Education)
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Assist in preparing meeting books, upload documents to BoardEffect and minor content edits
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Maintain online JotForm surveys and questionnaires, send correspondence according to established process
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Host monthly Connecting webinar and assists with minor updates to webpage
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Provide webinar support and administrative support for pre-recorded training sessions (e.g., Survey Prep Workshop, LCME Survey Team trainings)
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Maintain change notification forms on the LCME website, coordinating content updates with Secretariat
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Annually provide AAMC Reference Center with new publications to maintain historical record in the AAMC archive
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Submit requests to Creative Services for printing LCME publications, as requested
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Conduct review of final survey team reports and correct formatting and grammatical errors
What you'll bring to the role
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Bachelor’s degree or Master’s degree.
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A minimum of three to five years specialized experience in a university, medical school, association, academic medical center, or accrediting organization preferred
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Highest standard of confidentiality regarding accreditation materials and meeting proceedings
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Superior organizational, analytical, and judgment skills to make sound decisions based on a mixture of analysis, wisdom, experience, and judgment
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Proficiency in writing or drafting correspondence, templates, publications, and web content
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Superior written and verbal communication skills
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Excellent proofreading and editing skills
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Proficiency with electronic data/information management systems and the Microsoft Office suite (Outlook, Word, PowerPoint, Excel)
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Excellent collaborative and interpersonal skills
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Proficiency with hosting and scheduling meetings in Zoom and Teams
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Knowledge of undergraduate medical education/medical system
Remote Work Eligibility
If a bachelor’s degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.
The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.
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