Administrative Assistant

2 months ago

Dallas, United States The American Board of Obstetrics and Gynecology Full time
Job DescriptionJob Description

Department: Office of Medical Affairs

Reports To: Director of Certification Standards & GME Affairs

Location: Dallas, Texas – ABOG National Center; Hybrid Work environment with expectation for 60% in office. Meeting Travel Required (up to 10%) as needed.

FLSA Status: Non-Exempt

Summary: The Administrative Assistant will provide administrative support to the Office of Medical Affairs working closely with the Chief of Medical Affairs (COMA) and Director of Certification and GME Affairs. They will support the optimal use of the COMA’s time and resources, as well as contribute to the effective achievement of the Office of Medical Affairs’ goals and responsibilities.

Essential Duties and Responsibilities:

  • Work closely with the COMA and the Director of Certification and GME Affairs to ensure they are informed of and prepared for upcoming commitments and responsibilities.
  • Manage calendars including coordinating meetings, conference calls, appointments, etc. and ensuring adequate travel and admin time.
  • Provide additional support for department needs including supporting additional team members.
  • Travel booking including coordination of travel/lodging booked through meeting hosts.
  • Expense report creation and submission.
  • Draft correspondence (letter, LORs, and email management).
  • Processing of Eligibility Standard requirements
  • Data entry into internal systems.
  • Creation of presentation materials (slides, bio summaries, handouts, etc.).
  • Coordination and collaboration with other ABOG departments.
  • Research, prioritize, and follow up on incoming issues and concerns identified by and/or addressed to the COMA and Director of Certification and GME Affairs, including those of a sensitive or confidential nature.
  • Assist with management of volunteers and candidates during Specialty and Subspecialty certifying exams, and division meetings.
  • Initiate new processes and procedures that support internal consistency of processes and procedures.
  • Operate postage, fax, and copy machines.
  • Phone support and record maintenance for the Office of Medical Affairs

Administrative Support for Meetings

  • Facilitate coordination of subspecialty meeting agendas, minutes, and correspondence working closely with the COMA, Director of Certification and GME Affairs, and the GME Specialist
  • Be available as an alternate scribe for two Executive Committee meetings of the Board of Directors. Serve as a scribe for subspecialty division meetings and GME Summit & Leadership Meeting.
  • Meeting setup as needed.

Skills and Qualifications:

  • Demonstrable Proficiency: Candidates may be required to demonstrate proficiency in essential skills during the interview process.
  • High school diploma - Bachelor’s Degree Preferred
  • Minimum 5 years administrative experience
  • Proficient in Microsoft 365
  • Strong written and verbal communications skills
  • Ability to take accurate meeting minutes.
  • Efficient and accurate management of multi-calendar system
  • Ability to prioritize and meet deadlines.

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 job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a typical office or administrative setting. The noise level in the work environment is usually low.

COMPENSATION: Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Health Savings Account, employer-matching 401(k), Basic Life and AD&D insurance, and Long-Term Disability.

Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.

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