Administrative Specialist

We are Grace.

We are Grace.

Grace Federal Solutions' greatest success is the employees of Grace. At Grace, we recognize the significant role each Grace employee plays in helping to grow and transform the company. Grace follows 5 principles: client service, purpose, mutual respect, collaboration, and accountability. To build the best healthcare services company that includes support services, consulting services, project management, information technology, data modernization, and talent acquisition; we need the nation's most interesting and talented people. Do you have what it takes to be a Grace employee? If so, we want to talk to you! 

Job Description:

The Administrative Specialist is to provide administrative support for the Director of
Graduate Medical Education. This individual will report directly to the Director. The Director is
responsible for the quality and success of the clients Graduate Medical Education enterprise, which
includes almost 1200 residents and fellows, in approximately 150 training programs.

This work is accomplished with the collaboration of approximately 140 program directors and 50 program coordinators. The Department of Graduate Medical Education is comprised of eight full-time staff and three faculty.
Job duties include, but are not limited to:
Administrative support for Catherine Kuhn, MD, Director, Graduate Medical Education, and Associate Dean for Graduate Medical Education

• Complex calendar management
• Generation of complex reports and documents for meetings
• Provide support for internal meetings including reserving conference rooms
• Draft and complete correspondence and PowerPoint presentations
• Coordination of Institutional Educational Processes
• Tracking accreditation results, trends and data entry into comprehensive data base/residency management system (ACGME)
• Support processes regarding institutional reviews (APE-I) of ACGME programs for maintenance of accreditation.
• Organization and production of the Annual Institutional Report
• Prepare results reports post-Match for archiving purposes
• Prepare materials for DIO for accreditation site visits

Administrative Support for Institutional Committee for Graduate Medical Education (ICGME), GME Patient Safety and Quality Committee (GME PSQC), and Graduate Medical Education Committee (GMEC) Subcommittees

• Organize and prioritize agenda items and minutes
• Prepare and reconcile meeting minutes with

Institutional Requirements

• Special Projects
• Coordinate activities required for CLER visit (every 18-24 months
• Support administrative functions such as trainee hearings and appeals
• Administrative support for GME Educator special projects

In addition to the requirements listed, the individual must work collaboratively with a variety of other professionals, maintain a strong work ethic and be reliable, have a positive and professional outlook, and be highly organized.

This position requires strong writing and critical thinking skills, and the ability to work independently, and proactively anticipate. 

Required Qualifications at this Level: 

Education:

High school education or equivalent with five years of administrative support experience of increasing variety, complexity and demonstration of work leadership.

Two years post-secondary education with three years of experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

NOTE:

The following items will be required for employment:

• Current TB test (within the last 12 months)
• Immunity to MMR (Mumps, Measles and Rubella) – documentation of 2 vaccinations or blood test
• Immunity to Varicella (Chickenpox) – documentation of 2 vaccinations or blood test
• Covid-19 Vaccination, including booster is required for this position as well as the passing of a background check. 

Shot records must be reviewed by Grace personnel prior to resumes being submitted to the hiring manager.

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