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Administrative Assistant - Vice President for Operations

Location:Philadelphia, PA
Exempt/Non-Exempt:Non-Exempt
Benefits:ECFMG offers competitive compensation and excellent benefits including generous coverage for health, dental and vision insurance, 15% employer contribution to retirement, 100% tuition reimbursement, and many other great benefits. ECFMG is an equal opportunity employer.
Employment Type:Full Time
Department:Operations Administration
Description:We are seeking an Administrative Assistant to provide primary administrative support to the Vice President for Operations. The Administrative Assistant will provide high-level administrative support by preparing statistical reports, conducting research, handling information requests and performing clerical functions such as scheduling meetings, maintaining calendars, preparing correspondence, sorting mail and maintaining files. Candidate will communicate routine information and procedures on behalf of the Vice President for Operations and ECFMGฎ to applicants, attorneys, and law enforcement agencies and interact with national and international organizations.
Duties:The responsibilities and duties of the Administrative Assistant include the following:

• Calendar and scheduling
o Schedule and maintain calendars.
o Schedule meetings of internal ECFMG staff.
o Schedule complex multi-organizational or international meetings and/or conference calls.
o Research and book national and international travel, including air, train, car, and hotel.

• Meetings
o Participate in, submit suggestions/ideas, and draft minutes for ECFMG and multi organizational committee meetings.
o Prepare materials for VPO section of Board of Trustees agenda books, including requesting data updates and editing summaries.
o Prepare meeting agendas and materials, including mail merge lists.
o Reserve meeting rooms, equipment, and other necessary resources. Meeting room set-up (e.g., equipment, refreshments).
o Submit registrations materials and payments for conferences.
o Liaise with AAMC for ECFMG/FAIMER sessions at AAMC Annual Meetings, including requests for meeting space and audio/visual equipment, and submission of preliminary and final programs.

• Data
o Create narrative and graphic material from raw materials and data.
o Prepare PowerPoint presentations: update data; create slides with a view to formatting data and text for visual clarity; research and edit information for succinctness while retaining all essential and fundamental facts; proofread; utilize special effects of slide transition, custom animation, and imported images.
o Assess data for accuracy and comprehension.
o Submit data requests to IT. Participate in meetings to identify and refine specifications for both internal and external data requests. Follow up to assure complete and accurate fulfillment of request for data provision. Review data. Request and/or provide clarification as needed. Analyze data for creation of clear and logical presentation via Excel.
o Create Excel charts and graphs, utilizing data entry, formatting, and formulas.
o Prepare weekly Flash Report using TRS report. Notify IT of glitches in generation of data. Distribute report to Executive Staff, Communications, Finance, Records and Credentials Services, EVSP, ERAS, and NBME.
o Update report to Board on J-1 visa delays. Assure completeness and appropriate formatting of data received from EVSP. Revise explanatory memo, including multi year summary sections, to Board and external organizations.
o Word processing, including advanced formatting, textboxes, footnotes, tables, multi column layout, and images.

• Applicant Information
o Receive subpoenas for applicant information and refer to VP for Operations and to legal counsel as needed. Note submission deadlines and assure subpoenaed documents are submitted timely. Prepare copies of applicant information from paper, Filenet, ASP, AIMS, and other online programs and departments as needed. Review file content for third party information and redact as needed. Assure review of validity of ECFMG Certification and credentials verification. Submit copied materials to VPO for final review prior to transmittal.
o Communicate with applicants regarding their status and problems relating to exam administration irregularities.
o Gather applicant information utilizing ASP, CIBIS, AIMS, FindDoc, Exam History, and solicit information from CVS, ERAS, and EVSP.

• Delegation
o Direct and assure completion of projects as assigned, utilizing services of other employees or temporary staff as needed.
o Train other employees on procedures or report preparation as needed.


• Administrative
o Research ECFMG history, policy, and procedures.
o Internet research.
o Forward selected news items and publications to ECFMG Board of Trustees on behalf of VPO.
o Draft correspondence, memos, and other materials.
o Receive and organize incoming requests, mail, and other materials.
o Internal distribution of documents in both electronic and paper format.
o Files
– Maintain correspondence, legal, and meeting files.
– Assess content of onsite files to determine need for offsite storage.
– Maintain binders of Minutes and Actions of ECFMG Board of Trustees.
– Maintain binder of Actions of USMLE Composite Committee.
o Screen telephone calls, including calls from applicants, attorneys, and investigative organizations.
o Provide basic information in response to phone queries.
o Provide phone coverage.
o Back-up telephone coverage for President’s Office.
o Order publications/subscriptions and renew organizational memberships.
o Mailing & Shipping
– Prepare FedEx packages and invoices.
– Prepare shipments of materials for domestic and international meetings.
– Arrange courier pick-ups and deliveries.
– Track and confirm delivery of shipments.

• Perform selected support for Associate Vice President for Operations and Assistant Vice President, Communications and Outreach.
• Perform others duties as assigned by Vice President for Operations.
Qualifications:Candidates for this position must have at least five years in an administrative support role in a professional environment, preferably at an executive level. Experience working with national and international organizations. An undergraduate degree preferred.

The skills required for this position include a high level of professionalism. Must have extensive administrative experience, advanced computer skills with Microsoft Outlook, Word, Excel, and PowerPoint. Candidate must have strong critical analysis, problem solving, quality assurance and business writing skills. Ability to maintain confidentiality, discretion and exercise good judgment. Additional required skills include effective verbal and written communication skills. The physical demands of this position include lengthy periods of sitting, walking, reaching, lifting and standing, verbal and written communication requirements, telephone and keyboard abilities required. Occasional travel to meetings and overtime may be required.


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