Executive Assistant Medical Education

Susan Christmas

**** *. ******* ******, *******, IL 60660 312-***-**** ***********@*****.***

PROFESSIONAL PROFILE

● Thrive in supporting role to make my executive’s life easier and seamless!

● Self-motivated and highly organized office professional with a keen ability to adapt, takes initiative in anticipating needs by prioritizing work flow effectively under pressure.

● Excellent organizational and prioritizing skills. Skill in analyzing information, situations and procedures to identify problems and recommend appropriate solutions and/or methods of implementation.

● Judicious in carrying out assignments without much direction, professional commitment and concern for quality work and thoroughness, and displays a strong commitment for accuracy.

● Proficient in Microsoft Office and the use of scanners, auto fax and copiers, CRM applications, Concur, Oracle, PeopleSoft, Zoom Meeting, and refined culinary skills and event planning. PROFESSIONAL EXPERIENCE

Senior Accreditation Administrator November 2024 – May 2025 Accreditation Council for Graduate Medical Education (ACGME) – Chicago, IL

● Procured and coordinated meeting space and all logistics for both in-person and create, modify and facilitate Zoom virtual meetings for the Review Committee for Internal Medicine (RCIM), working with various ACGME departments and outside vendors, including making hotel accommodations for all participants; arranging meeting room set-up, audio visual, and other IT needs; making group dinner venue and logistics arrangements; ordering meals during meetings; and other items as needed.

● Coordinated the preparation of program review agendas using Adobe, inventorying and evaluating program documents, identifying review purpose, and determining the documentation required for the specific review.

● Coordinated all facets of the individual program review process, including reviewer assignments based on expertise, conflict-of-interest identification, and preparation of review materials (Adobe, Excel, Word, PowerPoint). Ensured balanced workload distribution and efficient review execution.

● Updated and maintains committee membership information, committee resources, files, or data in the ACGME’s Accreditation Data System (ADS).

● Communicated with committee members to ensure accurate completion of all documentation for meetings, responds to inquiries, troubleshoots issues related to accessing information, and identifies missing information/documentation.

● Assisted in note/minute taking and drafting meeting minutes for review by the Executive Director.

● Reviewed and posted committee decisions, actions, and Letters of Notification in ADS.

● Served as the primary point of contact to committee members for questions relating to accessing the ACGME reimbursement system and preparing expense reports for payment.

● Assisted programs with questions regarding required documentation, specific program data requirements. Executive Assistant/Event Planner January 2024 – October 2024 BuiltWorlds – Chicago, IL

● Provided high level administrative support to the Executive Chair (Google Suite, heavy calendar management, coordinate domestic and international travel, and expenses)

● Coordinated, schedule, prepare corporate documentations (Adobe and Power Point) for the company board members and investors

● Assisted the Director of Operations with day-to-day office management (coordinate interviews, on boarding, employee events, staff communication, and orientation)

● Event planning management for BuiltWorlds’ conferences, summits, and leadership meetings Senior Education & Fellowship Coordinator/Executive Assistant July 2018 – December 2022 Department of Pathology

Northwestern Medical Group

Northwestern Hospital – Chicago, IL

● Administration – worked closely and provided administrative support to the Vice Chair of Education, Vice Chair of Clinical Pathology, multiple Fellowship Program Directors for the following programs; Blood Bank & Transfusion Medicine, Clinical Informatics, Cytopathology, Hematopathology, Microbiology, and Molecular Genetic Pathology

(Adobe, Microsoft Office, New Innovations, Zoom Meeting)

● Maintained regulatory compliance of the Accreditation Council for Graduate Medical Education (ACGME), other national accrediting agencies, hospital and university policies to ensure compliance and deadlines

● Initiated and managed application process for an ACGME accredited Clinical Informatics fellowship program, and American Society of Microbiology accredited CPEP Microbiology fellowship program

● Launched newly approved ACGME accredited fellowship programs; Blood Bank & Transfusion Medicine, and Molecular Genetics Pathology

● Successfully completed ACGME remote site visits and advanced fellowship programs to “continued accreditation” status

● Acted as a liaison between fellow trainees, the Graduate Medical Education office, and hospital administration to other institutions, hospitals, internal departments, and divisions regarding internal/external fellowship rotations, on-boarding, orientation, and affiliation agreements for academic and clinical rotations

● Monitored fellows’ duty hours, moonlighting, track case logs, annual training modules, and data reports

● Provided both administrative supervision and support to the fellows. Informed fellows of inter- and intra- departmental policy and procedure changes, with assistance from McGaw Medical Center of Northwestern University, Graduate Medical Education

● Developed, implemented, and oversee the maintenance of record keeping, distribution of materials, and other divisional and office program policies and systems

● Organized meetings and prepared and distributed materials for conferences and lectures, manage materials for specialty-specific trainee exams, and assist with proctoring board examinations

● Light travel and managed Fellowship Fair at various conferences for the fellow recruitment

● Triaged inquiries from prospective trainees and applicants as necessary to others within the department, and/or in other hospitals or departments during recruitment season Fellowship Program Coordinator/Program Liaison February – June 2018 Division of Orthopaedic Surgery and Sports Medicine Lurie Children’s Hospital – Chicago, IL

● Provided administrative support to the Medical Director and the Fellowship Director for the Institute of Sports Medicine (calendar management, expense reports, tracking of annual professional conferences, memberships, licensing and credentialing for affiliate institutions) (Adobe, Microsoft Office, and Zoom Meeting)

● Prepared agenda and tracks minutes for monthly sports medicine team meetings including multidisciplinary programs; Clubfoot, Concussion, Knee Injury Prevention, and Research

(Adobe and Zoom)

● Acted as an education coordinator liaison between attending physicians, fellows, rotating residents, Graduate Medical Education office, institutional departments, and regulatory administrative offices

● Under the guidance of the Sports Medicine Fellowship Director, responsible for the day-to-day management of the Accreditation Council for Graduate Medical Education (ACGME) accredited fellowship training program Office Administrator/Executive Assistant/Account Manager February 2016 – October 2017 Centrinet Technologies – Alpharetta, GA

● Executive Assistant to CEO (schedule appointments, meetings, travel, and process expenses) (Adobe, Microsoft Office, Skype)

● Managed and organized day to day office operations as the Office Administrator (Excel, HubSpot)

● Tracked internal projects to make sure the deliverables are met; engineer IT projects specific to certain clients on various software upgrades and migrations, business development and marketing campaigns, implement standard processes and procedures

● Planned and executed various local and out of town office events and tradeshows with our partners

● Monitored, facilitated, and negotiated various licensing (Citrix, Ivanti Appsense, Liquidware, VMware, etc.) renewal processes to maximize company profit and customer retention

● Worked closely with two senior sales consultants to generate quotes ($5k – $1.5 million) for consultative sales process from initial identification of leads to final signing of contracts

● Facilitated office relocation and coordinated with various vendors to complete modern style office environment

Executive Assistant/Residency Coordinator (March 2013 – October 2015) Department of Orthopaedic Surgery, Feinberg School of Medicine Northwestern University – Chicago, IL

(Hired into full-time position due to excellent review in Temp role)

● Executive Assistant to Former Residency Program Director, Former Chairman and Former Vice Chairman (Adobe, Microsoft, New Innovations, Oracle, Path PO, and WebEx)

● Responsible for maintaining and managing multiple calendars involving multiple parties

● Composed and send out mass emails on behalf of the program director

● Facilitated Core Competency Committee meetings (resident evaluations)

● Monitored dates and deadlines for annual memberships, professional conferences and affairs

● Assist in coordinating events and meetings – annual alumni reception, Thesis Day, Residency Recruitment Interview day coordination, department holiday gatherings

● Coordinated visiting professors and keynote speakers (including arrangements for hotel and transportation)

● Monitored, reviewed, and assisted the Residency Program Director in implementation of all Accreditation Council for Graduate Medical Education (ACGME)

● Administrator, New Innovations – resident data management, tracked and monitored duty hours, evaluations for residents as well as faculty within ACGME compliance standards

● Maintained and handled credentialing procedure records for residents as well as alumni residents in compliance with ACGME requirements

● Coordinated and assisted new-year residents (house staff) orientation, on-boarding and facilitated departmental ortho sub-specialty boot camp

● Maintained and monitored resident certifications and board examinations requirements of the American Board of Orthopaedic Surgery (ABOS)

● Planned and executed Grand Rounds, Annual Resident Thesis Day (graduation day) and Annual Alumni Resident Day (included procurement of space, speakers and catering) Executive Assistant to University Leadership (February 2012 – March 2013) Northwestern University Temp Center – Chicago & Evanston, IL Administrative duties performed at various Northwestern University departments supporting leadership: Athletics Department, Evanston Campus - Jim Phillips, VP Athletics Facilities Management, Evanston Campus - Ron Nayler, VP FMDC Feinberg School of Medicine, Dr. Serdar Bulun, Chairman OB-GYN Kellogg School of Management, Evanston Campus - Dean Sally Blount President Emeritus’ Office, Chicago Campus - Henry Bienen President’s Office, Evanston Campus - Morton Schapiro

● Performed high level executive administrative duties for Department Chair, Vice-president, Director of Planning and Development, President’s office, and President Emeritus’ office

(Adobe, Microsoft Office, Oracle, PeopleSoft, and Procurement)

● Reconciliation of corporate card statements and tracking/submitting expense reports

● Heavy calendar management and schedules, as well as domestic and international travel reservations

● Arranged Executive Committee Meetings, Board of Trustees Meetings, Executive Medical Staff (includes agenda prep, binding, and sending out reminders)

● Handled OB/Gyn medical faculty staff appointments, salary and contracts Executive Assistant/Event Planner November 2002 - April 2011 GenSpring Wealth Management Family Offices – Atlanta, GA

● Managed calendars for Senior Company Executives in Wealth Advisory Center and local Atlanta office, including the Chief Wealth Advisory Officer (Microsoft Office)

● Event Planning (coordinated internal Quarterly Wealth Advisory Center Live Staff Meetings and various multiple office related functions including senior management retreats, meetings and events)

● Project Coordination (worked on various on-going projects as needed)

● Assisted in hiring and trained new admin support staff (Adobe, and Power Point) Education

The Art Institute of Atlanta, Associates in Culinary Arts June 1995 References Available Upon Request

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