(Sr.) Accreditation Administrator: Category : Other Location/City : IL - Chicago Id : 3024105 Job Type : Contract The following describes the various aspects of the designated job. The Accreditation Administrator and Senior Accreditation Administrator positions are separate positions; however this job description includes information on both. This format is used because depending on the structure of the team, the duties of the Accreditation Administrator and the Senior Accreditation Administrator roles may be intertwined or may be managed entirely within one of the two positions.Titles: Accreditation AdministratorSenior Accreditation Administrator(Additional duties for Senior Accreditation Administrator provided at the end of Primary Duties and Responsibilities Section)Department: Department of Accreditation Services (DAS)Reports To: Executive Director of Assigned Review CommitteeWork Schedule: Full-TimeJob SummaryThe Accreditation Administrator supports the work of multiple (typically two to four) Review Committees (RCs) in their review and accreditation of programs. The Accreditation Administrator is responsible for coordinating RC activities; managing the materials and records needed to review and track accreditation; performing follow up on RC decisions; and providing instruction/serving as a resource to program staff and residents on accreditation requirements and issues. Successful performance of the job duties requires comprehension of the accreditation policies and procedures and the ability to recognize precedents.The Senior Accreditation Administrator provides senior staff-level administrative support to assigned RCs through the application of specialized knowledge of accreditation policies and procedures. This may include analysis of the meetings and work products of the committee(s); supporting the Executive Director with external communications and RC membership activities; and preparation of presentations to external stakeholders. Additionally, the Senior Accreditation Administrator may provide supervision and mentoring to those in Accreditation Assistant and Accreditation Administrator roles.Job Context/Background InformationThe RCs are composed of volunteer physicians who review programs for accreditation purposes. The RCs review extensive information provided by the programs, site visit reports prepared by company site visitors, and other materials relevant to each review. Based on their reviews, the RCs issue findings that require varying levels of follow-up by staff.Each RC typically meets two to three times per year to review the programs that are scheduled for review and may have an additional administrative meeting. Between meetings, requests for program changes (e.g. changes in the number of residents or changes in program director) and correspondence to and from programs with issues are processed by the Accreditation Team. In addition, RCs periodically develop, or review and revise program requirements and related documents such as FAQs.Designated Institutional Officials, Program Directors, Program Faculty Members and Program Coordinators regularly contact the company with questions or concerns. Fellows and Residents occasionally contact the company. These interactions are straightforward but occasionally may require more in-depth knowledge of the accreditation requirements and processes. The company conducts periodic training sessions for program staff on these topics.Primary Duties and ResponsibilitiesThe primary duties and responsibilities of the Accreditation Administrator position include, but are not limited to:RC Meeting Preparation - Every program in a designated specialty (e.g. internal medicine and its subspecialties) will be reviewed during a multi-day meeting on an annual basis. During this and additional meetings during the year, programs will have additional reviews as needed (e.g. progress reports, Self-Study visits, focused site visits, etc.). The Accreditation Administrator oversees and assists in preparation for all of these reviews, and these activities include: Providing deadlines for submitting materials for upcoming RC meeting dates; Preparing RC meeting program review agendas including both status (i.e. accreditation decisions) and non-status items (e.g. progress reports, complement increases, complaints, etc.). Inventory and evaluation of program files, identify review purpose, and determine the documentation required for the specific review. Ensuring the agenda includes all required programs and types of review needed for each program; Working up program materials for the reviewers and the RC meeting. Assigning RC members to review each program scheduled for review. Ensuring there are no conflicts of interest for reviewers, and that workload is appropriately distributed among reviewers. This may require matching reviewers to assignments in terms of skill set and knowledge; Ensuring and/or overseeing the Accreditation Assistant in ensuring the assigned RC reviewers receive essential material electronically with sufficient time to complete reviews prior to the RC meeting. Collecting and reviewing completed reviewer notes, ensuring all needed materials are present; Creating and editing GroveSite pages (an electronic information sharing site) with reviewer work-ups and resource materials, with RC membership information, and other RC business information or data. Also managing RC member administration on GroveSite and/or ADS (enrollment, security settings, etc.) and file maintenance; Overseeing the preparation of the agenda books for RC members to use during the RC meeting; Communicating with and, when appropriate, educating RC members to ensure accurate completion of all documentation needed for meetings. This includes taking responsibility for responding to inquiries, troubleshooting issues related to access to information, and identifying missing information/documentation; and Managing meeting logistics for RC meetings using existing hotel contracts. Facilitating arrangement of hotel accommodations, plan and arrange for meeting room set-up, make meal arrangements, and managing onsite logistics.RC Meetings - The Accreditation Administrator staffs several RC meetings each year. The Administrators meeting responsibilities include: Taking notes for meeting minutes. Understanding program accreditation discussions and summarizing complex discussions into salient points; Providing additional program information to RC members, if requested; Participating in the scheduling of future RC meeting dates; Participating in the discussion of travel/financial policies, collection of conflict of interest agreements, and performance of other work as needed; and Representing the companys mission and values, and adhering to organizational policies and procedures as appropriate in RC meetings.Post-Meeting Activities - The Accreditation Administrator assists the Executive Director in documenting and following through on RC decisions and business, and communicating review results to programs. The Administrator has primary responsibility for facilitating and keeping track of everything that needs to be done post-meeting. The Accreditation Administrators duties include: Drafting meeting minutes for review by Executive Director. Entering RC decisions and actions into the Accreditation Data System (ADS). This includes the status of the reviews and requests, and the RCs decisions. (ADS generates an automatic e-mail notifying programs of accreditation decisions) Notifying the Director of Governance, Appeals, Policies, and Procedures of any adverse action(s) within 10 days following each RC meeting; Working with the Executive Director to prepare Letters of Notification to the programs that detail program requirement non-compliance (citations) and the RC review results. Draft assigned Letters by summarizing RC decisions and required actions. Many letters are straightforward but some may require research if reviewers? citations or examples are unclear; Running drafts and posting final completed Letters of Notification to the ADS. (ADS automatically notifies the programs of the availability of the letters.); and Performing and/or overseeing the Accreditation Assistant in processing of meeting and RC member expense reports, and providing assistance to Committee members with questions on accessing the Reimbursement System. Personally review and approve (sign-off) hotel bills and RC member meeting expenses for all RC meetings.Interim Program Correspondence and Requests - The Accreditation Administrator monitors interim correspondence from the programs and ensures appropriate follow up. Administrators duties include: Monitoring or overseeing the monitoring of interim requests made by programs in ADS, and ensure appropriate processing of requests. Interim requests are generally routine and involve things such as changes in the number of residents in the program, program director changes and participating site changes; and Monitoring interim correspondence with programs and ensuring appropriate handling of this correspondence.Resource to Program Staff - The Accreditation Administrator serves as a resource to program staff, such as Program Coordinators and Program Directors, by providing information about preparation for review and program requirements. The highest volume of communication from the programs is related to preparation for site visits and clarification of citations after the Letters of Notification are received. The Accreditation Administrators duties include: Responding to inquiries from external customers such as Program Staff and answering their questions about procedures and completing forms, and annual data updates. Preparing for, attending, presenting, and working at national meetings and workshops, such as the Annual Educational Conference, New Member Orientation, and New Coordinators Workshops; and Developing new or using existing presentations to present to national specialty groups or program coordinators on topics such as program updates and refresher courses where patterns of errors are seen.Accreditation Team Responsibilities - The Accreditation Administrator performs a number of activities to organize and manage the workflow of the Accreditation Team, and to support and improve the overall operations of the Department of Accreditation Committees (DAS). The Accreditation Administrators duties include: Providing task management and training to Accreditation Assistant as appropriate. Overseeing and assessing projects given to the Assistant by other team members; Serving on Advisory Teams within the DAS for the purpose of improving DAS processes and services; Providing training for DAS employees on processes and procedures; Monitoring and processing new applications; Providing support to sub-committees, as needed; and Assisting in the preparation of Monitoring Committee and other BOD reports as necessary.Records and Information Resources - The Accreditation Administrator is responsible for maintaining the records and posted information for the assigned RCs. The Accreditation Administrators duties include: Maintenance of specialty specific GroveSite pages. Routinely updating the RCs? web pages for their specialties; Coordinating RC membership activities; maintain current committee member rosters, advising RC members on policies and procedures as they apply to their RC activities and responsibilities; Supporting the RCs? activities of updating and revising program requirements by electronically formatting and recording their changes; Assuming accountability for the maintenance and accuracy of data in all permanent files and computer documents for the programs over which the assigned RCs have oversight; Maintaining FAQs and Citation Glossaries for the RCs? specialties and their fellowships; and Performing other additional and/or alternative duties as assigned from time to time.Additional Responsibilities for Senior Accreditation AdministratorThe Senior Accreditation Administrator role may also include performance of the following activities. Depending on the structure of the team, the Senior Accreditation Administrator role may additionally include performance of some or all of the Accreditation Administrator duties outlined above.RC Meeting PreparationDevelop agenda book topic introduction pages for RC meetings that summarize what needs to be discussed on a topic, including background, previous discussions, and needed outcome from current discussion.Post-Meeting Activities Resolve discrepancies and write more complex Letters of Notification; specifically, for example, those that require research to resolve discrepancies between the actual non-compliance and the citation. For example, the wrong program requirement was cited, or two reviewers documented the same citation but listed two different program requirements; Manage post-meeting follow-up with programs where additional information or action is required from the programs. Request the additional information and set due dates for its receipt. Request and set due dates for progress reports. Track and manage follow-up actions; and Write articles for other organizations to communicate important information about accreditation standards and the accreditation process to the programs.Resource to Program Staff Interpret program requirements for staff based on review of past RC decisions. The Senior Administrator may need to provide specific examples and assist the program in determining how to adhere to the requirements. Reference program staff questions to company policy requirements; Create and/or update PowerPoint presentations for specialty groups or program coordinators on topics such as program updates and refresher courses where patterns of errors are seen. Assist with the development of RC member presentations; and Write FAQs.Accreditation Team Responsibilities Independently handle higher-level interactions with RC and copy Executive Director on interactions; Determine priorities and create and maintain detailed team timelines to keep the assigned Accreditation Teams activities on track; and Lead advisory teams within the DAS for the purpose of improving DAS processes and services.Records and Information ResourcesCompile and track statistics in a logical format for use by the RC in performing its work, such as average cycle length of programs, Program Director turnover rate, etc. Identify trends. This requires knowledge of data needed and retrieving data from ADS or from program files.Other RC ResponsibilitiesSchedule and attend conference calls with Committee members. Record discussions during these calls.Education, Knowledge, Skills, and Abilities Bachelors Degree or equivalent skills and experience strongly preferred for Accreditation Administrator position. Masters Degree preferred for Senior Accreditation position. Previous experience in the medical education field, a medical society, hospital administration or similar setting is desirable. Strong interpersonal, verbal, and written communication skills is critical, with a demonstrated ability to communicate with a variety of people. Ability to write clear communications that convey complex information is required. Customer-oriented approach is needed both internally and externally. Superior administrative, organizational and workflow management skills, as well as proven project management skills. Strong attention to detail, accuracy and follow-up skills. Must be deadline-oriented, skilled in working under tight timelines, and comfortable balancing multiple projects and priorities simultaneously using a flexible approach. Demonstrated ability to work independently with minimal supervision. Good judgment, common sense, and dependability. Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat Pro. Previous experience with GroveSite or online class courses via platforms such as BlackBoard, WebCT, Moogle, is desirable. Keyboarding skills of at least 45 wpm. Strong editing skills. Anticipate and troubleshoot issues or problems. Demonstrate competency in the knowledge of basic statistical concepts such as descriptive statistics. Ability to analyze, interpret and report data (quantitative: numerical and graphical; and qualitative) for outliers, trends and/or themes according to previously determined criteria An enthusiastic team player with a strong work ethic and demonstrated flexibility preferred. Ability for significant travel and scheduling flexibility are required.EquipmentThe Accreditation Administrator and Senior Accreditation Administrator positions require significant use of standard office equipment such as a personal computer, keyboard, mouse, copier, fax machine, telephone, etc.Working Conditions Most of the work of the Accreditation Administrator and Senior Accreditation Administrator is done in the Chicago office with the typical physical demands of an office environment. The Accreditation Administrator and Senior Accreditation Administrator positions involve significant travel. The Accreditation Administrator and Senior Accreditation Administrator must attend at least three out of state meetings per year, lasting from 3-5 days per meeting, typically over weekends. The Accreditation Administrator and Senior Accreditation Administrator positions require occasional weekend work in conjunction with attendance at RC meetings, and at times, a heavy time commitment, often exceeding normal business hours during meeting preparation.Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the Accreditation Administrator and Senior Accreditation Administrator positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of either position.While performing the duties of the job, the Accreditation Administrator and Senior Accreditation Administrator: Will frequently be required to sit and work for extended periods of time at computer terminal using various computer programs and other computer tools. Will frequently be required to sit in meetings for long periods of time. Will be required to listen to, understand, and record and summarize discussions during RC meetings. Will be required to travel independently.An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer dlvr.it/6l7GV6
Posted on: Thu, 28 Aug 2014 03:56:16 +0000
Trending Topics
Recently Viewed Topics
© 2015