Job Description

Role Outline

The National Board of Osteopathic Medical Examiners (NBOME) is seeking an experienced Administration Support Specialist to provide support for legal and administrative matters.

This position has a hybrid work schedule with two days remote (Monday/Friday) and three days onsite work (Tuesday through Thursday) in our Conshohocken office.

Responsibilities:

Test Accommodations Support

• Process and maintain large volumes of confidential information and paperwork received from examinees and securely maintain electronic and hard copy files.
• Provide excellent customer service via telephone and written correspondence, and appropriately and effectively communicate exam program guidelines and departmental procedures, regarding requests for testing accommodations.
• Carefully track and monitor status of each file in assigned caseload and facilitate communication between internal departments as needed.
• Coordinate delivery of approved test accommodations with internal and external contacts, assist with candidate scheduling of examinations, and efficiently troubleshoot problems if they arise.

Meeting Support

• Schedule meetings as assigned, coordinating with staff calendars and external participants.
• Manage outlook invites and meeting platform details (Zoom; MS Teams).
• Format and distribute meeting agendas and materials.
• Take meeting minutes and handle post-meeting follow up items.

General Administrative Support

• Manage external organizational contacts and support communications with state medical boards and other licensure and medical educational organizations.
• Support facilities activities as needed.
• Manage work orders.
• Process and submit invoices and maintain vendor and consultant records.
• Draft and send correspondence
• Perform research on legal/business issues as requested

Responsibilities:

Test Accommodations Support

• Process and maintain large volumes of confidential information and paperwork received from examinees and securely maintain electronic and hard copy files.
• Provide excellent customer service via telephone and written correspondence, and appropriately and effectively communicate exam program guidelines and departmental procedures, regarding requests for testing accommodations.
• Carefully track and monitor status of each file in assigned caseload and facilitate communication between internal departments as needed.
• Coordinate delivery of approved test accommodations with internal and external contacts, assist with candidate scheduling of examinations, and efficiently troubleshoot problems if they arise.

Meeting Support

• Schedule meetings as assigned, coordinating with staff calendars and external participants.
• Manage outlook invites and meeting platform details (Zoom; MS Teams).
• Format and distribute meeting agendas and materials.
• Take meeting minutes and handle post-meeting follow up items.

General Administrative Support

• Manage external organizational contacts and support communications with state medical boards and other licensure and medical educational organizations.
• Support facilities activities as needed.
• Manage work orders.
• Process and submit invoices and maintain vendor and consultant records.
• Draft and send correspondence
• Perform research on legal/business issues as requested

Qualifications:

• Bachelors degree
• Minimum 1-3 years’ experience in administrative support roles.
• Intermediate proficiency with Microsoft Outlook, Excel, PowerPoint, Word, SharePoint with a firm understanding of data management.
• Excellent oral communication skills including active listening, speaking, and utilization of appropriate questions to enhance understanding.
• Customer service oriented; Sensitivity to protecting the privacy of candidates.
• Excellent written communication skills; Strong attention to detail and accuracy.
• Ability to effectively multi-task, manage competing priorities and efficiently resolve problems or questions.

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