DEI, ADMINISTRATIVE ASSISTANT

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:                          DEI Administrative Assistant

Department:             Department of Diversity, Equity, and Inclusion

Reports To:             Program Coordinator, Diversity, Equity, and Inclusion

Work Schedule:      Full Time

Job Summary

The DEI Administrative Assistant serves as the primary support professional for diversity initiatives to enhance the graduate medical education community. This role serves as a resource and first line of support for the administrative and logistical needs of the Program Director, Diversity Initiatives and the Program Coordinator, Diversity, Equity, and Inclusion. 

Primary Duties and Responsibilities

• Sort, track, triage mail; maintain email for the diversity@acgme.org mailbox and others when requested.
• Coordinate the scheduling of ACGME Equity MattersTM course content.
• Serve as a technical back-up to the Program Coordinator as needed.
• Compose and prepare routine correspondence.
• Schedule meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, and prepare documents, reports, tables, and charts; distribute as appropriate.
• Serve as a back-up to the departmental Executive Assistant in the preparation, reconciliation, and submitting of expense reports.
• Maintain paper and electronic filing systems.
• Attend meetings and take notes of discussions; prepare initial drafts of minutes and summaries.
• Complete a variety of special projects, including drafting PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
• Coordinate efforts with other departments as needed.
• Other duties as assigned.

Education, Knowledge, Skills, and Abilities

Required

• At least three years’ experience providing administrative/program/project support or leadership.
• Significant experience in customer service delivery.
• Strong interpersonal, verbal, and written communication skills, including social media skills.
• Superior organizational and workflow management skills.
• Ability to pay attention to detail and manage multiple projects concurrently.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint and Adobe Acrobat. 

Preferred

• Bachelor’s degree in a relevant field.
• Knowledge or experience in diversity, equity, and inclusion curricular elements in higher education.
• Familiarity with or previous experience in accreditation, medical education, public health, or hospital administration.
• Technical/professional writing experience.
• Knowledge or experience in Microsoft Teams and Zoom.

Equipment

Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photo copier, fax machine, and telephone.

Working Conditions

Most of the work of the DEI Administrative Assistant is normally done in the ACGME office with the typical physical demands of an office environment. During the COVID-19 pandemic, ACGME employees are working remotely until further notice. The DEI Administrative Assistant will need to be able to efficiently and effectively work remotely. When ACGME employees return to offices in Chicago, the DEI Administrative Assistant’s manager(s) will determine if a flexible work schedule is available based on the specific role and responsibilities.

Physical Requirements

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 DEI, Administrative Assistant:

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.