Accreditation Council of Graduate Medical Education (ACGME)
April 6, 2018
Full Time - Experienced
Medical & 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 (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: Program Associate, Department of Field Activities/Editorial Associate, Journal of Graduate Medical Education
Department: Department of Field Activities
Reports To: Senior Vice President, Field Activities
Work Schedule: Full-Time
The Program Associate, Department of Field Activities/Editorial Associate, Journal of Graduate Medical Education is primarily responsible for supporting the Senior Vice President, Field Activities and the Associate Director, Field Activities in maintaining information for the ACGME accreditation site visit process by independently assuming responsibility for identified areas of work.
Job Context/Department Overview
The Department of Field Activities is charged with organizing and overseeing ACGME accreditation site visits to Sponsoring Institutions and programs, 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 (JGME), which is published bi-monthly.
Primary Duties and Responsibilities – Program Associate
Independently maintain and update Site Visit Report forms for more than 140 accredited specialties and subspecialties, as well as for the transitional year and institutional review, with bi-annual major reviews, and corrections and updates made as requested by Accreditation Field Representatives and Review Committee staff members, with general guidance provided by the Senior Vice President, Field Activities.
Work with the Senior Vice President, Field Activities to redesign forms to incorporate summary sections, and sections for review of data and documents in the accreditation process.
Provide telephone support to Accreditation Field Representatives and other internal callers with questions relating to Site Visit Report forms.
Assist with preparation of reports and documents about Site Visit Reports and related matters.
Review and approve expense reports for Accreditation Field Representatives according to ACGME policy; address and resolve departmental expense reporting issues in coordination with ACGME Finance staff members.
Support Accreditation Field Representatives with instruction and/or coaching on use of expense reporting systems, required documentation, clarification of ACGME policies, scheduled updates, and presentations at twice-yearly professional development meetings.
Perform periodic data entry of evaluations of Accreditation Field Representatives for statistical reports and profiles, with guidance from the Senior Vice President, Field Activities (shared activity with Executive Assistant, Field Activities).
Collect, aggregate, and maintain data related to ongoing work to evaluate and improve the work of the Accreditation Field Representatives for use in professional development and innovation efforts, under guidance of the Senior Vice President, Field Activities (shared activity with Executive Assistant, Field Activities).
Other duties as assigned.
Primary Duties and Responsibilities – Editorial Associate, Journal of Graduate Medical Education
Support JGME preproduction processes by independently managing submission technical checks; processing and logging submissions out for editorial review; submitting a standard report on submissions to the Executive Managing Editor and Editor in Chief; and completing Peer Track editorial management functions, such as adding new reviewers, proxying as users to complete tasks, updating working tables of contents for JGME issues as needed, and providing standard and customized reports on submissions and status of articles in the editorial process, with guidance from the Associate Managing Editor.
Support JGME post-acceptance processes by proofreading _1XO (first) proofs, assembling author comments with own comments on _1XO proofs, and following up with authors directly to clarify details or missing information, as assigned; collecting copyright release forms from authors; assisting in assembling and adding citations to supplemental files for online posting; and navigating the FTP site and adding corrections to proofs to the FTP site, with guidance from the Associate Managing Editor.
Support JGME post-production processes by receiving and fulfilling reprint requests from authors.
Manage logistics for conferences requiring display booths for national/international meetings (e.g., ICRE, AAMC, and ACGME Educational Conference); organize handouts, local booth arrangements, and logistics; coordinate shipping of JGME materials to be distributed at the booth; and serve as contact person for convention staff for any matters related to the JGME display booth.
Independently respond to inquiries in the JGME inbox, provide support with Peer Track and other editorial processing matters to JGME associate editors and Editorial Board members, assist with JGME marketing efforts, and work with Associate Managing Editor to cross-train on all other in-house editorial functions.
Other duties as assigned.
Education, Knowledge, Skills, and Abilities
College degree and a minimum of 3-5 years in an office setting preferred.
Good written and oral communication skills required.
Must have demonstrated computer competency, with 3-5 years personal computer experience, including a working knowledge of Word, WordPerfect for Windows, and Excel.
Must be detail-oriented with a strong sense of the need for accuracy and the ability to comprehend and apply highly detailed standardized procedures in the administration of ongoing projects with minimal supervision.
Must be well organized with excellent interpersonal skills.
Must be able to comprehend and apply highly detailed standardized procedures in the administration of ongoing projects with minimal supervision.
Must be able to manage a workload of diverse tasks with increasing responsibility.
Must be able to perform complex operations on proprietary computerized applications.
Must have demonstrated evidence of excellent workflow management skills in a team setting, including the ability to balance multiple priorities with specific deadlines.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photocopier, fax machine, telephone, etc.
Most of the work of the Program Associate, Department of Field Activities/Editorial Associate, Journal of Graduate Medical Education is done in the ACGME office with the typical physical demands of an office environment.
Limited travel for JGME-related business 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 Program Associate, Department of Field Activities/Editorial Associate, Journal of Graduate Medical Education:
Will regularly be required to sit and work for extended periods of time at a computer terminal using various computer programs and other computer tools.
May be required to travel on related business.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer