Administrative Assistant Ii

2 weeks ago

Bethesda, United States The Henry M. Jackson Foundation for the Advancement of Military Medicine Full time

Overview:
**Join the HJF Team**

HJF is seeking an **Administrative Assistant II** who performs a wide range of administrative and clerical duties to support the Office of Graduate Medical Education (GME) within the Uniformed Services University of the Health Sciences (USUHS) located in Bethesda, MD.

GME is responsible for establishing and maintaining academic records for National Capital Consortium (NCC) trainees; ensuring sound principles and methods of curriculum design instruction, evaluation and outcomes assessment of NCC training programs; certifying academic requirements for graduation; and authenticating official credentialing for professional certification.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

**Responsibilities**:
**Responsibilities**
- Serves as the Verification Coordinator. This includes processing requests for unrestricted state licensure, job positions or future GME training for prior National Capital Consortium (NCC) graduates.
- Provides information to requesters as needed and appropriate.
- Analyzes and conducts extensive research to verify completion of NCC graduate medical education. Prepares training verification and certification documents for final approval and signature by the Associate Dean for GME.
- Communicates verbally and in writing with state licensing agencies, colleges and universities, civilian and DoD medical facilities, and professional
medical associations throughout the United States and abroad.
- Assist with managing and coordinating all administrative functions of the NCC Academic Hearing Subcommittee.
- Track proposed and approved academic actions from initial notification until final resolution to ensure all steps occur according to NCC policies regarding due process for graduate medical education. Solicit and compile progress notes throughout the month on trainees placed on academic probation and update the monthly meeting agenda. Compile and analyze data and information on new hearing cases brought before the committee.
- Review all documentation for clarity and develops or revises the content, organization, style, format, emphasis, and treatment of documents. Attend all hearing meetings and prepare written monthly meeting minutes that become integrated with trainees' official academic records.
- Advise Executive Director and Chair of the Hearing Subcommittee, Legal Advisor and NCC Board of Directors. Analyze GME adverse action outcomes and prepares and disseminates reports of academic actions to the Surgeons General to ensure timely adjustment of obligated service as required.
- Counsel and advise students, faculty, and staff on academic matters; and interprets and enforces policies and regulations of the NCC Graduate Medical Education Committee, Board of Directors, Program Directors, and Supervisors
- Manages and maintains digital records stored within the GME Student and Faculty Access Database.
- Provide administrative support and maintains digital records stored within the GME Student and Faculty Access Database. Ensure trainee and faculty demographic information is current and accurate. Prepare and ensure all documents are following the latest ACGME and Department of Defense requirements.
- Prepare Program Director Search documents for the Graduate Medical Education Committee and the National Capital Consortium Board of Directors.
- Prepares materials for various NCC meetings including meeting agenda and supporting documents. Reserves rooms and notifies members of meetings. Distributes meeting materials in advance or at the start of each meeting as directed. Circulates sign-in sheets. Files meeting materials and minutes. Maintains updated contact list for committee members
- May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Qualifications:
**Work Environment**
- This position will take place primarily in an office setting.

**Required Knowledge, Skills, and Abilities**
- Knowledge of proper grammar, punctuation, spelling, etc.
- Excellent verbal and written communication skills.
- Knowledge of various automation software packages (Microsoft Access, Excel, and commercial residency management systems) sufficient to maintain information and compile, research and prepare a variety of informational and reports
- Ability to interpret and follow

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