The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the Accreditation Council for Graduate Medical Education (ACGME).
Applicants must be currently authorized to work in the United States (U.S.) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other U.S. employment authorization).
Title: Facilities and Meeting Services Administrator
Department: Department of Facilities and Meeting Services
Reports To: Director, Facilities and Meeting Services
Work Schedule: Full-Time
The Facilities and Meeting Services Administrator provides overall administrative and logistical support to the Department of Facilities and Meeting Services.
This position is responsible for performing day-to-day administrative and clerical tasks; for planning and implementing facilities activities and related office support functions, including general supervisory oversight of the reception desk; for executing meeting planning activities; and for completing special projects as required to meet strategic initiatives and operational objectives. Providing back-up front desk coverage when the Receptionist is on break, at lunch, or out of the office, along with other department colleagues, is required.
Primary Duties and Responsibilities
Act as a department point of contact for ACGME employees, the Office of the Building, and other external vendors for facilities, meetings, and office support services coordination and communication.
Monitor and stock coffee stations, pantries, and Central Supply Room, and ensure supplies are maintained at sufficient levels. As needed, brew coffee throughout the business day. Order supplies as needed. Periodically review product pricing and research cost saving opportunities. Perform spot cleaning on a daily basis as needed. Monitor equipment, including copiers, printers, refrigerators, and water dispensers, and report any maintenance issues that affect the efficiency, life expectancy, or intended use of equipment.
Assist with the ACGME’s recycling activities and cost-reduction initiatives. Inform and submit work orders to Building Management for housekeeping issues and routine maintenance activities (e.g., pest control, carpet shampooing, waxing of hard floor surfaces, cleaning of glass, etc.) to ensure prompt resolution by Building Management.
Plan and execute all aspects of daily reporting and operational support functions and tasks: create, update, and submit reports; learn and utilize software products; review and prepare documents, confirm specifications, update and organize electronic and paper files; provide status updates; track data.
Independently perform a variety of meeting services, facilities, and office activities: respond to various phone and e-mail inquiries, provide recommendations, trouble shoot issues; coordinate and execute tenant-related tasks and responsibilities; assist and direct vendors who provide services.
Conduct follow-up with ACGME airline, hotel, and ground transportation vendors as directed by Management.
Assist or take the lead on special projects and implementation of new products or services; may be asked to create timelines and assist with: prioritizing components of several ongoing projects and providing support as needed throughout all project phases.
Provide back-up support for Front Desk/Receptionist position and duties, including deliveries, grocery store runs, mail distribution, and any other needs which may arise; complete other projects and duties as assigned.
Assist with sub-tenant needs and general maintenance issues, internal staff relocations, and other tasks associated with maintenance/services at current or previous facility.
Assist as needed with meeting room requirements (room set-up, A/V, catering, etc.).
Coordinate vendor support to include vendor COI, site access, invoicing accuracy and quality performance.
Promote a risk-aware culture; assist with deploying risk and compliance programs to the constituents
Education, Knowledge, Skills, and Abilities
Bachelor’s degree in business or marketing, or three years’ experience in office and meeting planning services, or combination of the two required.
Ability to effectively communicate orally and in written form.
Proficient Microsoft Office skills required.
Strong interpersonal skills including customer service and teamwork mindset.
Must possess outstanding analytical, administrative and organizational skills.
Must be thorough, flexible and responsive to respond to work requests in a timely fashion.
Demonstrated ability to manage and prioritize work load to meet deadlines.
Must maintain composure and a professional demeanor when handling difficult situations.
Must be capable of exercising independent judgment and decision-making skills when needed.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photo copier, fax machine, telephone, etc.
Most of the work of the Facilities and Meeting Services Administrator is done in the ACGME office with the typical physical demands of an office environment.
Flexibility with work hours is required. The Facilities and Meeting Services Administrator may be required to arrive earlier and/or stay later than the ACGME standard business hours.
The Facilities and Meeting Services Administrator may be required to work an occasional weekend.
Some travel may be requested.
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 Facilities and Meeting Services Administrator:
Will be required to sit and work for extended periods of time at a computer terminal using various computer programs and other computer tools.
May be required to stand for extended periods of time depending on needs.
May be required to lift office supplies, move furniture, and pack and unpack boxes weighing up to approximately 30 pounds.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer
About Accreditation Council of Graduate Medical Education (ACGME)
The Accreditation Council for Graduate Medical Education (ACGME) is a private, non-profit, professional organization responsible for the accreditation of nearly 9,000 residency education programs and about 700 institutions that sponsor these programs in the United States. Residency programs are responsible for educating over 116,000 resident physicians in 135 specialties and subspecialties. The AC...GME's mission is to improve health care by assessing and advancing the quality of resident physicians’ education through exemplary accreditation.