ECFMG
  • CSEC
  • Philadelphia, PA, USA
  • Full Time

ECFMG offers competitive compensation and excellent benefits including generous coverage for health, dental and vision insurance, 15% employer contribution to retirement, 100% tuition reimbursement, and many other great benefits. ECFMG is an equal opportunity employer.


ECFMG is seeking an Assistant Director of Center Operations in the Philadelphia, PA office. The Assistant Director will be responsible for exam session scheduling at all CSEC sites. Actively monitors volume projections, prepares detailed scheduling data reports, and adjusts sessions as needed. The Assistant Director will oversee facility enhancement, development and maintenance issues, including A-V, software and equipment, working on consistency across sites regarding test administration, policies and procedures, incident reports and overtime issues. 

The Assistant Director will assist with the development of Center budgets.  Assist the Assistant Vice President of Center Operations in ensuring consistency across sites within the training procedures and assists the AVP of Center Operations, and HR regarding HR policies and procedures as they relate to CSE staff. Serves as Project Manager for special projects.

SKILLS:

  • Excellent leadership, management and organizational skills
  • Excellent verbal and written communications skills
  • Excellent interpersonal skills
  • Skilled with Microsoft Office software; highly proficient in Excel
  • Skilled in statistics and mathematics
  • Formal and informal presentation skills
  • Excellent meeting facilitation skills including conflict resolution
  • Experience creating and monitoring complex budgets and forecasts

DUTIES:

Assisting AVP, Center Operations

  • Serve as back-up to the AVP of Center Operations as needed.
  • Assists AVP of Center Operations and Trainer Specialists in ensuring consistency within the training procedures across sites.
  • Assists AVP of Center Operations and HR in creating, updating and maintaining HR policies and procedures as they relate to CSE staff.
  • Assists AVP in planning and facilitating staff development seminars.
  • Participates in selection of Center Management staff.

Administrative Supervisor

  • Responsible for ensuring adherence to ECFMG policies
  • Manage timekeeping and assist in payroll processing.
  • Manage vacation sick and other paid time off benefits, tracking accrual and usage.
  • Communicate and coordinate with NBME Managing Supervisor(s) on the following:
    • Notification of any ECFMG policy and procedure updates.
    • Input comments and ratings on employee's performance compiled by the Managing Supervisor(s) into the ECFMG Performance Evaluation system.
    • Input compensation increase recommendations submitted by the Managing Supervisor(s) guided by ECFMG salary/merit increase policy for each year.

Staffing: training, support, communication

  • Facilitates routine meetings with Assistant Center Managers from all sites. Handles exam administration issues, incident reporting and review of policies, procedures and manuals. Provides performance evaluation feedback on ACMs as needed.
  • Monitors incident reports across sites and coordinates with NBME staff to insure standardization. Works with ECFMG Application Development programmers to create and update the incident reporting software. Creates and maintains Incident Reporting Manual for all CSE staff.
  • Oversees special accommodation exam administrations across all sites in conjunction with Test Accommodations Coordinator, CSEC and all Assistant Center Managers. Creates and maintains a Test Accommodations Manual for use by all staff.
  • Acts as Senior-on-Call to take calls from center staff during work hours, evenings and weekends. Interprets policy and procedure for various exam issues and make judgment calls as needed.
  • Monitors staff hours across sites (via ADP) to flag attendance and overtime issues.

Policies and Procedures

  • Maintains consistency between CSE sites with regard to test administration, through development and updating of policies, procedures and manuals.
  • Develops and monitors policies to maintain confidentiality and security of proprietary examination materials
  • Coordinates executive review of policies and procedures as needed at ECFMG and/or NBME     
  • Facilitates routine meetings with CSE staff to review and update manuals for various staff positions.
  • Creates and maintains a directory of policies and procedures for use by all CSE staff.
  • Maintains and organizes documentation on common drive.
  • Routinely communicates all policy and procedure updates to center management.

Information Technology

  • Manages logistical support across the CSE system in conjunction with IT staff including data, voice connectivity, end-user application rights and space for visiting CSE Center staff.
  • Facilitates routine meetings to discuss end user issues with MIS Department heads, MIS End User support staff and Assistant Center Managers for all sites.
  • Serves as interface between CSE staff, NBME staff and software development staff to delineate end user requests, implement and prioritize software enhancements. Facilitates routine meetings.

Audio-Visual

  • Manages audio-visual system contracts and responds to end-user issues.
  • Supervises A-V Specialist in monitoring A-V issues across sites: control room operator training, a-v system troubleshooting (hardware and software) and end-user documentation.

Financial responsibilities

  • Works with Center managers, Financial Analyst and AVP of Center Operations to develop and monitor center budgets.
  • Purchases CSE center furniture and equipment.

Facility issues

  • Oversees facility enhancement and development issues mandated by ongoing changes to CSE Center structure and logistics.

Examinee scheduling

  • Monitors availability of examinee testing slots at all centers and opens test sessions in consultation with the Executive Director, CSEC. Adjusts volume as necessary.
  • Prepares highly-detailed scheduling reports, including volume trends and forecasting.

EXPERIENCE:

  • 5 years of managing a large staff preferred, preferably supervising management level employees;
  • 2 years' experience in creating departmental budgets and managing financial projects
  • 3 years' experience in administration of a Standardized Patient (SP) clinical environment preferred;
  • Technical writing/editing experience

EDUCATION:

  • Bachelor's degree required, Master's degree in business administration preferred
  • Project Management Professional (PMP) certification preferred

 

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