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 (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 Administrator
Department: Department of Accreditation, Recognition, and Field Activities
Reports To: Executive Director of Assigned Review Committee(s)
Work Schedule: Full Time
The Administrator supports the work of multiple Review Committees in their review and accreditation of graduate medical education (GME) programs. The Administrator is 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.
Job Context/Background Information
The mission of the ACGME is to improve health care and population health by assessing and enhancing the quality of resident and fellow education through advancements in accreditation and education. The primary charter of the Review Committees is to set accreditation requirements for programs and the institutions that sponsor them, and to monitor adherence with these requirements to ensure consistent delivery of high-quality GME.
The Review Committees are composed of volunteers that set accreditation standards (requirements) and provide peer evaluation of GME programs for accreditation purposes. Each committee typically meets two to three times per year to review scheduled programs or institutions and may have one additional administrative meeting. As necessary, the committee staff members process requests for program changes and correspondence to and from programs. The materials used in the review process include self-reported data, survey data, Site Visit Reports prepared by ACGME Accreditation Field Representatives, complaint data, and other outcome data. The committee determines if a program is in substantial compliance with the applicable requirements and confers an accreditation decision. The accreditation/recognition decision is communicated in a Letter of Notification to the program, which includes feedback in the form of citations and Areas for Improvement (AFIs). Depending on the decision, the ACGME staff conducts follow-up. In addition, committees periodically develop new or revise existing Institution/Program Requirements and related documents, such as FAQs.
Primary Duties and Responsibilities
Committee Meeting Preparation:
- Coordinating the preparation of program review agendas, inventorying and evaluating program documents, identifying review purpose, and determining the documentation required for the specific review.
- Coordinating 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.
- Updating and maintaining committee membership information, committee resources, files, or data in the ACGME’s Accreditation Data System (ADS).
- Communicating with committee members to ensure accurate completion of all documentation for meetings, responding to inquiries, troubleshooting issues related to accessing information, and identifying missing information/documentation.
- Coordinating 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.
- Reviewing and updating assigned committees’ specialty web page content and other online information.
- Assisting the team in taking notes for meeting minutes.
- Providing additional program information to committee members, both before and during meetings, as needed.
- Scheduling future meetings.
- Participating in the discussion of travel/financial policies, collection of conflict-of-interest agreements, and performance of other work as needed.
- Coordinating 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.
- Assisting with drafting meeting minutes for review by the Executive Director.
- Reviewing and posting Committee decisions, actions, and Letters of Notificationin ADS.
- Tracking site visit requests and completion status.
- Completing the Meeting Attendance and Attestation report in ADS and ensuring all members with an identified conflict or duality during a meeting are entered into the ADS meeting report.
- Assisting Committee members with questions about accessing the ACGME reimbursement system and preparing expense reports for payment.
Interim Program Correspondence and Requests:
- Reviewing interim requests made by programs in ADS, requesting additional information when required, and processing requests.
- Assisting programs with questions regarding required documentation, specific program data requirements or other requests.
- In procedural specialties, responding to requests and correspondence relating to graduate Case Log minima and completion of institutional volume forms.
Resource to Program Staff:
- Responding to basic inquiries from programs and other external constituents, and answering questions about procedures, completion of forms, and annual data updates.
- Supporting department staff members with preparation for various meetings and workshops.
Accreditation/Recognition Team Responsibilities:
- Processing new applications and required site visits.
- Coordinating meetings for subcommittees, task forces, or other work groups, as needed.
- Performing additional duties as assigned.
Records and Information Resources:
- Maintaining accurate committee, program, and department files and records using multiple platforms.
- Routinely updating specialty content on the ACGME website.
- Coordinating committee membership activities and maintaining current committee member lists.
Education, Knowledge, Skills, and Abilities
- 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.
- Strong attention to detail, accuracy, and follow-up.
- Flexible scheduling required for Committee meetings that may occur outside of regular business hours.
- Demonstrated ability to work independently with minimal supervision.
- Demonstrated good judgment, common sense, and dependability.
- Basic computer skills required, including using the internet, Adobe Acrobat and with Microsoft Office 365 suite, to include Outlook, Word, Excel, PowerPoint, Teams and OneDrive.
- Master’s Degree.
- Be deadline-oriented, skilled in working under tight timelines, and comfortable balancing multiple tasks and priorities simultaneously using a flexible approach.
- Be able to recognize and solve problems.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, copy machine, and telephone.
- During the COVID-19 pandemic, ACGME employees are working remotely.
- Proof of an FDA approved COVID-19 vaccination is required as a condition of employment. ACGME will follow all ADA guidelines for exemptions.
- The Accreditation Administrator position requires occasional evening and weekend work in conjunction with attendance at Review Committee meetings, and at times, a heavy time commitment, often exceeding normal business hours during meeting preparation.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the Accreditation Administrator position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of either position. While performing the duties of the job, the Accreditation Administrator:
- Will be required to sit for extended periods of time during meetings and work at a computer terminal using various computer programs and other computer tools.
- Will be required to listen to and record discussions during Review Committee meetings.
- Will frequently be required to participate in meetings via Zoom or other video conferencing platforms.
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.
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