Editorial Production Assistant

The American Board of Medical Specialties is seeking an Editorial Production Assistant

The American Board of Medical Specialties (ABMS) serves the public and the medical profession by improving the quality of health care through setting professional and educational standards for medical specialty practice and certification in partnership with its certifying Member Boards. These elevate the standards for patient care and care improvements. 

The Editorial Production Assistant has primary responsibility for supporting activities related to the coordination and development of high-stakes specialty certification examinations and other programmatic programs as assigned. The position will provide administrative support to the Vice President of International Programs and Director of Assessment and International Operations in the day-to-day administration of assigned responsibilities and the Managing Editor and/or Editor will directly oversee tasks related to examination production activities. This position is nonexempt and reports to the Vice President of International Programs.

Position Responsibilities:

Provides administrative support for day-to-day operations of the international certification program and other assigned initiatives, including

  • Facilitation of communication among key personnel
  • Monitoring of project timelines
  • Maintenance of project workflow
  • Maintenance of multiple contact databases for various workgroups including e-mail groups/list serves, etc
  • Maintenance of electronic and hard copy project files and assisting with document posting to project web portal (minutes, background materials, draft reports, etc)

Coordinates logistics and provides support for internal and external meetings, including

  • Set-up of teleconferences and webinars for multiple groups, including international participants
  • Scheduling of international meetings that require participation by multiple parties
  • Scheduling travel for staff, consultants, and MB representatives
  • Assembly and distribution of materials, recording and drafting of meeting minutes and summaries and revising draft documents as necessary
  • Tracking of costs associated with travel

Assists with work related to production of examination forms, including

  • Format and preparation of new test items for editorial review
  • Revision of items and metadata within proprietary software programs
  • Preparation, assembly, and quality control of materials for item review, form review, and standard setting meetings
  • Prepares, packs, and ships all meeting materials for international meetings
  • Assist in preparation and tracking of materials for copyright and scheduling of visits to copyright office
  • Processes and maintains record of invoices from vendors and freelancers

Develops and maintains best practices for assigned tasks

Core Competencies/Skills

  • Proactive, organized, detail-oriented professional with ability to work independently in a team environment
  • Ability and comfort working with a remote supervisor and multiple remote team members
  • Ability to prioritize workload, manage multiple projects, and meet deadlines with minimal supervision
  • Strong interpersonal skills with a high degree of integrity and sensitivity to maintaining confidentiality
  • Strong writing skills with an ability to prepare clear, concise reports, letters, and documentation as well as to proofread others’ work
  • Excellent grammar, punctuation, spelling and proofreading skills
  • Strong analytical, problem solving, organizational, and quality assurance skills
  • Understanding of cultural and timeline issues in a global work environment
  • Knowledge of medical organizations and medical terminology desirable

Education and Experience

  • Bachelor’s degree is required
  • Minimum two years administrative experience required
  • Experience in nonprofit-sector (healthcare, foundation or association setting) is a plus
  • Strong computer skills utilizing Microsoft Office Suite and Adobe Professional; adept with changing technology

The Editorial Production Assistant position may be based in either Chicago or Philadelphia. 

Closing Date: Friday, September 18, 2020 or until the position is filled.

How to Apply

In addition to sending your resume and salary expectations, you must include a cover letter outlining your experience and the strategic value that you will bring to ABMS.

Send your resume and cover letter to Dan Hoppe – Director, Human Resources, at resume@abms.org. Please include “Ref: ABMS_EPA” in the subject of your email.

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities. Duties, responsibilities, and activities may change or be added at any time with or without notice.

All qualified applicants will receive consideration for employment without regard to race, age, color, religion, sex, gender identity, and sexual orientation, national origin, protected veteran status, disability status, or genetic information.