The Executive Assistant, Diversity, Equity, and Inclusion provides administrative and operational support to the Chief Diversity, Equity, and Inclusion Officer.

Responsibilities are predominantly administrative, involving coordination of calendars, development of presentation materials, assistance with travel arrangements, reconciliation of expenses, and arrangement of meeting schedules. This position is integral to the administrative structure of a new department and as such, includes broader responsibilities as time goes on.

Department Overview

The Department of Diversity, Equity, and Inclusion is concerned with the diversification of the physician workforce for the betterment of health and the elimination of health disparities. The work includes data collection on workforce and measures of diversity which will take the form of surveys; engagement with other areas within the ACGME and other external data sources; and interviews with residents, fellows, and medical education leaders. The department will devise strategies to increase diversity in all areas of graduate medical education and support improvement of tools used for the process of candidate selection.

Another area of focus will be to promote practices that support and sustain inclusive clinical learning environments in all ACGME-accredited Sponsoring Institutions. Part of this work will be to identify and make available best methodologies targeted at reducing microaggressions and biased behaviors in the clinical learning environment. The department will also develop mechanisms to address in-training concerns raised by programs or by residents and fellows that deal with the handling of mistreatment/dismissal incidents within the clinical learning environment that result from discrimination or inadequate due process.

Finally, the department will also work internally to promote diversity within the ACGME in its organizational structure, and inclusivity in its operation and functions.

Primary Duties and Responsibilities

• Work directly with the Chief Diversity, Equity, and Inclusion Officer to support all aspects of the daily work routine.
• Participate as a member on the ACGME Diversity, Equity, and Inclusion Focus Group, when constituted.
• Maintain the Chief Diversity, Equity, and Inclusion Officer’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
• Book travel as requested; independently decide on flight options and hotel stays based on best judgment.
• Keep the Chief Diversity, Equity, and Inclusion Officer advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, faxing, mailing/overnighting packages, copying, filing, and email/messages.
• Organize and schedule meetings, which may include booking a room and ordering food; assist in the preparation and distribution of meeting agendas and materials.
• Attend meetings and take notes of discussions; prepare initial drafts of minutes and summaries.
• Attend meetings independently as a representative of the ACGME or the Department of Diversity, Equity, and Inclusion and prepare reports on meeting issues.
• Make internal/external presentations on subjects that concern matters of diversity, equity, and inclusion (unconscious bias, micro aggression, and bystander trainings).
• Engage with others to assist in preparation of surveys and collection of data required for the work of the office.
• Prepare documents, reports, tables, and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain confidential and sensitive information.
• Complete a variety of special projects, including creating PowerPoint presentations, special reports, and agenda materials.
• Order office supplies.
• Assist with the management of data requests and contracts.
• Provide customer service and phone support as needed.
• Other duties as assigned.

Education, Knowledge, Skills, and Abilities

Required

• Bachelor’s degree or at least 10 years in an administrative capacity supporting senior leaders.
• Minimum of five years’ work experience providing executive-level support.
• Excellent writing, grammar, and proofreading skills.
• At least three years of project management experience.
• Familiarity with unconscious bias, micro aggression, and bystander training.
• Ability to professionally and pleasantly interface with staff members at all levels of the organization and external contacts required.

Preferred

• Master’s degree.
• Strong computer and typing skills, including proficiency in using the internet and with the Microsoft Office suite of software, to include Outlook, Word, Excel, PowerPoint, and possibly Access.
• Familiar with pipeline initiatives addressing diversity.
• Possess well-developed senses of judgment and discretion to deal appropriately with confidential information.
• Able to work with minimal supervision, completing tasks independently.
• Able to manage a workload of diverse tasks, organizing and prioritizing workflow to meet deadlines.
• Comfortable with producing and delivering oral presentations.
• Experience in data analysis and writing of research manuscripts.
• High tolerance for working under stress of deadlines.

Equipment

Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photo copier, fax machine, and telephone.

Working Conditions

• Most of the work of the Executive Assistant, Diversity, Equity, and Inclusion is normally done in the ACGME office with the typical physical demands of an office environment. During the COVID-19 pandemic, ACGME employees are working remotely until further notice. The Executive Assistant will need to be able to efficiently and effectively work remotely.
• On occasion, some flexibility with work hours may be necessary (e.g., may be required to arrive earlier and/or stay later than the standard ACGME business hours, and be available after work hours and on weekends) to provide assistance.
• Some travel may be required.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the Executive Assistant, Diversity, Equity, and Inclusion:

• Will frequently be required to participate in meetings via Zoom or other video conferencing platforms. Note, this is particularly relevant while working remotely.
• Will be required to sit and work for extended periods of time at a computer terminal using various programs and other computer tools.

The ACGME is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. The ACGME welcomes differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, gender identity, or expression status. All applicants who share this goal are encouraged to apply.