Senior Administration Specialist

Responsibilities

• Schedule and support meetings, presentations, conferences, and calendars including meeting agendas, meeting summaries, supporting materials, and travel
• Serve as the primary administrative contact for the program for routine and non-routine internal and external communications with stakeholders, including examinees, committee members, partner organizations, attorneys, and medical education institutions
• Respond to unanticipated and complex inquiries/requests that may require the interpretation of policies and procedures
• Draft, edit, and maintain professional correspondence, communications, process documentation, reports, and informational materials
• Support the investigation, documentation, tracking, and administration of USMLE security incidents and other confidential matters, ensuring accurate records and timely follow-up
• Cook up committee member onboarding and orientation; prepare accurate and timely appointment, reappointment, and farewell correspondence; ensure a seamless volunteer experience
• Cook up in-person or virtual meetings for security incident review committee and other USMLE governance committees; assemble agenda materials for committee meetings; maintain and update Board Management website
• Support strategic initiatives that drive customer satisfaction; may participate in development of solutions to customer experience problems and implementation of solutions to improve customer engagement
• Support initiatives related to the operational and strategic components of USMLE
• Work closely with other units and partner organizations to support program strategies and operational objectives
• Maintain electronic records and archives in accordance with established policies and procedures, ensuring data integrity, accuracy, and accessibility
• Identify opportunities to improve processes, increase operational efficiency, and enhance stakeholder experience through continuous improvement efforts
• Lead or support special projects, exercising independent judgment, strong organizational skills, and proactive problem-solving to achieve successful and timely outcomes

Qualifications

• Basic level of familiarity with medical education preferred
• Excellent written communication skills, including the ability to draft, edit, and proofread professional correspondence, reports, meeting materials, and process documentation
• Advanced proficiency with Microsoft Office applications and the ability to quickly learn new technologies and business systems
• Experience with Board Effect, Diligent, or similar board management platforms preferred
• Experience coordinating executive-level or governance committee activities preferred
• Demonstrated ability to manage multiple competing priorities, organize complex work, and consistently meet deadlines in a fast-paced environment
• Strong organizational, analytical, and problem-solving skills, with the ability to anticipate issues, identify solutions, and independently drive work to completion
• Demonstrated ability to communicate professionally and effectively with senior leaders, committee members, examinees, attorneys, partner organizations, and colleagues at all organizational levels
• Demonstrated adaptability, resourcefulness, and sound judgment when navigating changing priorities, sensitive matters, and complex situations
• Demonstrated ability to work effectively in a high-volume, deadline-driven environment while maintaining accuracy and attention to detail
• Ability to exercise discretion and maintain confidentiality when handling sensitive information
• Demonstrated ability to work effectively in a high-volume, deadline-driven environment while maintaining accuracy and attention to detail
• Commitment to continuous process improvement and operational efficiency
• Five or more years of relevant experience in the field or related area