Senior Certification Coordinator
I. JOB SUMMARY
Under the direction of the Certification Director, Certifying Board Services (CBS), the Senior Certification Coordinator assists in providing certifying services to the CBS and American Osteopathic Board of Family Physicians. This position requires the ability to interact tactfully with all internal and external stakeholders of the American Osteopathic Association and the board. This position requires the ability to handle confidential material, deal with sensitive situations, and possess a high degree of attention to detail. The successful candidate will need the ability to understand a complex system of inter-related activities, to draw independent conclusions based on information provided by candidates/board members, and to interact meaningfully with the Certification Director based on those assessments. The successful candidate will demonstrate willingness to support the Certifying Board Services team.
This position requires out of state travel approximately 2-3 times per year for attendance at meetings and exam administrations. The Senior Certification Coordinator will need to split their time out of the AOA Arlington Heights office and AOA downtown Chicago office with the expectation of working downtown 100% of the time within one year. The candidate should be able to work with little supervision on given tasks and have the ability to seek assistance in order to troubleshoot and problem solve when necessary.
II. ESSENTIAL FUNCTIONS
The following description of job responsibilities and standards is intended to reflect the major responsibilities and duties of the job, but is not intended to describe minor duties or other responsibilities that may be assigned as needed.
A. Responsible for administrative and clerical duties including processing all certification applications and entering data/maintaining databases relative to candidates and diplomates. In addition, they will assist in setting up meetings by making travel/lodging arrangements; processing travel voucher reimbursements, preparing examination materials, entering and managing candidate and certification program data; maintaining scrupulous computer and paper files; answering questions as needed; routing telephone calls to proper individuals and disseminating information to staff, members, board members and certification/recertification candidates as appropriate.
B. Works as part of a team to arrange and prepare for meetings of assigned osteopathic boards and other meetings within CBS as needed. Tasks include: assisting in agenda preparation, preparing and distributing notices, setting and managing timeframes for submission and compilation of agenda books; preparing statistical tables/reports by acquiring numbers from a variety of sources and posting them logically in an appropriate format; compiling and distributing minutes, ensuring that travel and lodging requests are received and addressed in a timely manner.
C. Assists in responding to and generating correspondence according to AOA standards to client boards, certification candidates, and those seeking recertification. This includes using computer-generated standard letters and custom correspondence/e-mails. Responsible for timing and scheduling of routine correspondence. Because many of these letters serve as candidate notification letters, a high degree of attention to detail is required.
D. Keeps the Certification Director apprised of developing issues and matters that need to be addressed.
E. Attends to various duties as assigned.
III. MINIMUM QUALIFICATION OR EQUIVALENTS
A. Education: Bachelor’s degree required
B. Experience: 2-4 years of administrative experience
C. Licensure or Certification: N/A
D. Special Skills: Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint and Access). Must be a team player, have superior attention to detail and strong organizational skills with the ability to prioritize and multi-task.
E. Communications: Exceptional cross-cultural interpersonal, oral and written communication skills required.
IV. PHYSICAL/MENTAL DEMANDS AND WORKING ENVIRONMENT
This is primarily an office-based position. The ability to work and travel on weekends is required (estimate 5% effort).
Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.
V. EVALUATION AND ASSESSMENT
This position description reflects the assignment of essential functions. It does not restrict additional tasks that may be assigned. This job description is subject to change based on the needs of the organization.
- Pay Type Salary
- Travel Required Yes
- Required Education Bachelor’s Degree
- Chicago, 142 E Ontario St, Chicago, Illinois, United States of America