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: Program Administrator, Clinical Learning Environment Review (CLER) Operations
Department: Department of Accreditation Services
Reports to: Senior Program Administrator, CLER Operations
Work Schedule: Full-Time
The Program Administrator, CLER Operations, provides support to all aspects of scheduling and organizing CLER site visits. This responsibility includes the organization, administration, record keeping, and analysis of site visits, and interaction with designated institutional officials and CLER site visitors on a regular basis. The Program Administrator interfaces regularly with the CLER site visitors, providing support for all aspects of the site visit, including securing hotel meeting room contracts, protocol and document distribution, and troubleshooting issues that arise in the field. This position requires excellent organizational, administrative, and interpersonal communication skills, with a demonstrated ability to communicate with a variety of people.
Primary Duties and Responsibilities
Provide support to all aspects of the CLER Program, including to:
schedule CLER site visits for sponsoring institutions, interfacing with other ACGME scheduling and tracking systems as required;
coordinate with sponsoring institutions to identify participating site(s) for each CLER visit;
coordinate for approval, as necessary, any changes in CLER site visit scheduling requested by sponsoring institutions;
assign CLER site visitors in consultation, as necessary, with the Associate Director, CLER Program;
assist with site visitor travel arrangements as needed;
prepare and disseminate CLER site visit announcement documents;
manage dissemination of CLER site visit materials to CLER site visitors;
support CLER site visitors in managing site visits, including coordination with sponsoring institutions, and addressing issues that arise during CLER site visits;
maintain statistical tracking information regarding CLER site visits; and,
manage post-site visit activities, including disposition of site visitor expense statements and compilation of site visit evaluation data.
Apply specialized knowledge of CLER policies and procedures during communication with various individuals in a variety of support activities, including consultation, written and electronic correspondence, and phone support for designated institutional officials and other institutional graduate medical education (GME) staff.
Advise CLER site visitors with respect to ACGME policies and procedures as applied to their CLER activities and responsibilities.
Secure hotel meeting room contracts for site visitors
Coordinate with the Accreditation Administrator, Institutional Review to provide all CLER site visit materials required for Committee meetings.
Support and participate in professional development activities related to the CLER Program.
Supervise program assistant, as needed.
Lead special projects, as assigned.
Complete other duties as assigned.
Education, Knowledge, Skills, and Abilities
College degree strongly preferred.
Experience in GME preferred.
Must have a demonstrated ability to conceptualize and manage a complex scheduling system.
Must be well-organized with evidence of effective oral communication skills.
Must have excellent written communication skills, including the ability to perform technical edits of documents for grammar, punctuation, and adherence to protocol.
Must have excellent workflow management skills in a team setting, including the ability to balance multiple priorities with specific deadlines.
Must be detail orientation with a strong demonstrated ability to maintain consistent accuracy.
Must have a flexible approach to assigned tasks, and the ability to comprehend and apply highly detailed standardized procedures in the administration of ongoing projects, with minimal supervision.
Must be able to balance professional independence with the appropriate need for consultation with the Vice President.
Must have the ability to supervise administrative staff.
Position requires the significant use of standard office equipment, such as a personal computer, keyboard, mouse, photo copier, fax machine, telephone, etc.
Most of the work of the Program Administrator, CLER Operations, is accomplished in the Chicago office of the ACGME, with the typical physical demands of an office environment.
Occasional travel will be required.
The Program Administrator, CLER Operations must be willing and able to attend at least at least one out-of-state meeting per year – with work often occurring over weekends.
This position may require weekend work in conjunction with attendance at CLER Evaluation Committee meetings, and a heavy time commitment, often exceeding normal work hours, for 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 this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
The Program Administrator, CLER Operations will be required to sit and work for extended periods of time during meetings and at a computer terminal using various computer programs and other computer tools.
While performing the duties of this job, the Program Administrator, CLER Operations is required to occasionally lift materials in preparation for delivery to site visitors and at meetings in the office, or to pack into trunks for meetings at locations outside Chicago.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer