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Requisition Number 19-0003
Post Date 1/18/2019
Title Administrative Assistant
City Chicago
State IL
Description About the American College of Surgeons

The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.

Summary:

The primary purpose of the Administrative Assistant is to provide administrative support to the Program Administrator in the daily operations of the Military Health System Strategic Partnership American College of Surgeons program (MHSSPACS), and to serve as a secondary point of contact for the numerous stakeholders in the partnership.

The American College of Surgeons (ACS) and the U.S. Department of Defense Military Health System (MHS) formed the Military Health System Strategic Partnership American College of Surgeons (MHSSPACS) to improve educational opportunities, systems-based practices, and research capabilities in surgery. The strategic partnership—launched December 2014—facilitates collaboration and the exchange of information between the ACS and the MHS to advance high-quality, cost-effective care for surgical patients.

This Non-Exempt position will report to the Program Administrator, MHSSPACS in the Division of Member Services.

Primary Responsibilities:

• General Responsibilities: To perform general clerical duties and to support the MHSPPACS Program Administrator in the daily operations of the partnership. The Administrative Assistant will coordinate a wide variety of meetings and teleconferences; take detailed minutes; coordinate travel; process reimbursements; write and distribute emails, correspondence, letters, faxes and forms; maintain and organize the filing system; assist in the preparation of regularly scheduled reports; and update and maintain the MHSSPACS website.

• Excelsior Surgical Society: Schedule monthly teleconferences for the Excelsior Council; scribe and circulate minutes; process member applications; update/maintain member database (Aptify); assist in the collection of dues; and monitor the Society inbox. Assist with the planning/coordination of the annual Society meeting, business meeting, lectureships, officer elections and reception held during the annual ACS Clinical Congress.

• Quality: Schedule, coordinate, and track military treatment facility (MTF) consultation/site visits; plan and participate in MHSSPACS Quality Committee meetings; provides direct support for the Military Health System (MHS) Quality Consortium; assist in the planning of the annual MHS/ACS Quality Consortium meeting, including agenda development, CME offering, logistics, meeting notes and the compilation of final after action reports and evaluations.

• Education: Schedule and coordinate MHSSPACS Education Committee meetings and teleconferences; coordinate travel and process reimbursements; support MHSSPACS educational activities including the development of a skills assessment and the associated curriculum for the pre-deployed military surgeon.

• Member Services: Actively participate in ACS Division of Member Services staff meetings, work groups, and committees.

• Trauma: Schedule and coordinate MHSSPACS Trauma Committee meetings and teleconferences; coordinate travel and process reimbursements; assist in the development of a standardized manual which outlines the framework for military-civilian trauma training partnerships. Acquire an understanding of federal legislation and track Congressional action associated with MHSSPACS trauma initiatives.

• Other duties as assigned.
Requirements
• Associate’s or Bachelor’s degree from an accredited college or university preferred.

• Previous administrative support experience preferred.

• Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint).

• Excellent communication skills (verbal and written) necessary to effectively interact with senior level health care professionals, federal government staff and military personnel.

• Capable of providing excellent customer service.

• Attention to detail and organizational skills.

• Must be able to multi-task.

• Display high level of energy and thrive in a fast-paced environment.

• Self-motivated and able to work independently and as a member of a team.

• Ability to plan and prioritize workload and meet deadlines.

• Ability to establish strong working relationships with all division teams and management.

Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Minimal travel for activities such as out of town meetings possible.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruitment@facs.org or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities
  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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