Senior Administration Specialist

Job Description

Job Description

POSITION OVERVIEWNBME is seeking a Senior Support Coordinator for the Customer & Portfolio Management - USMLE Unit, with a focus on the United States Medical Licensing Examination® (USMLE®). The USMLE is a three-step examination for medical licensure in the U.S. The USMLE assesses a physician's ability to apply knowledge, concepts, and principles, and to demonstrate fundamental patient-centered skills, that are important in health and disease and that constitute the basis of safe and effective patient care.The Senior Support Coordinator is a highly organized and proactive administrative professional who provides advanced operational, governance, and administrative support to the Office of the USMLE Secretariat. Working closely with leadership and colleagues across the organization, this role coordinates complex administrative processes, supports governance committee operations, assists with security incident administration, and contributes to initiatives that support the effective operation of the USMLE program.Serving as a key resource to leadership, committee members, partner organizations, and other stakeholders, the Senior Support Coordinator coordinates committee activities and communications, manages administrative and operational processes, supports project-related work, and helps ensure the efficient execution of critical USMLE activities.The successful candidate thrives in a fast-paced environment, exercises sound judgment, communicates effectively with diverse stakeholders, and independently manages multiple priorities while maintaining exceptional attention to detail. Through strong collaboration, problem-solving, and customer-focused service, the Senior Support Coordinator contributes directly to the integrity, effectiveness, and success of the USMLE program.This position reports to the Director, Program Management, Office of the USMLE Secretariat. This role has been designated as remote, which means it generally does not require onsite work more than an average of 2-3 times per month and may require additional prescheduled onsite work. We're open to considering candidates within 50 miles of our office location in Philadelphia, PA. .At NBME ®, we continue to innovate and improve how we fulfill the evolving needs of the health care community. This commitment starts and ends with the people at NBME. By recruiting and empowering talented individuals from various disciplines and backgrounds, which includes professionals with diverse life experiences, abilities, and perspectives, NBME can take a well-informed, robust approach to advancing medical education and assessment for years to come. Please note that onsite interviews and onboarding at our Philadelphia office may be required for this role. If applicable, advance notice will be provided to support planning.  RESPONSIBILITIESIndependently coordinate operational, administrative, and governance-related activities in support of the USMLE program, ensuring deadlines are met and work is completed accurately and professionally with minimal supervision.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.Coordinate committee member onboarding and orientation; prepare accurate and timely appointment, reappointment, and farewell correspondence; ensure a seamless volunteer experience.Coordinate 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 Skills and Abilities 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 preferredDemonstrated 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.Exceptional interpersonal, customer service, and relationship management skills, with the 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 informationCommitment to continuous process improvement and operational efficiency Experience Five or more years of relevant experience in the field or related area. EducationHigh School Diploma or equivalent About NBME NBME is a not-for-profit organization that specializes in the creation of assessments and learning tools for physicians and health professionals. Our mission is to advance assessment of these professionals to achieve optimal care for all, supporting the development of a highly effective, diverse and compassionate health care workforce.Founded in 1915, NBME develops and manages the United States Medical Licensing Examination® with the Federation of State Medical Boards. We offer a comprehensive portfolio of assessment products for every stage of the medical school journey and provide assessment services to various health profession organizations. We are dedicated to advancing innovative assessment approaches through research, collaboration and contributions to the medical education and assessment communities. In 2024, we expanded our assessment capabilities to include simulation through the acquisition of MedVR Education.Learn more on NBME's website. NBME's Community Collaborations and ContributionsNBME believes that a key path to meeting our mission is collaborating with and supporting our communities. Our Community Collaborations and Contributions programs provide resources and recognition to medical educators and researchers advancing the field of assessment throughout their careers. In addition, we invest in fee assistance, scholarships and pathway programs to aid learners and help support increased representation in health care. Headquartered in Philadelphia, NBME also gives to local organizations that advance health equity and access and positively impact social determinants of health.Compensation we are offering for this position is at $59,488-$74,360/year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.The NBME offers competitive salaries, excellent benefits, and a rewarding work environment. Excellent Benefits include: Healthcare, Dental, Prescription, and Vision plans; 401(k) w/match, Tuition Reimbursement Plan, Commuter Benefit: Public Transit or Parking options. Remote Friendly Workplace.NBME is an Equal Opportunity Employer. We will consider all qualified applicants for employment without regard to race; color; sex; gender identity; sexual orientation; religious practices and observances; national origin; pregnancy, childbirth, or related medical conditions; status as a protected veteran or spouse/family member of a protected veteran; or disability.