Administrative Specialist, Member Services

2 months ago

Chicago, United States American Osteopathic Association Full time

THIS IS A HYBRID POSITION REQUIRING IN-PERSON PRESENCE IN THE OFFICE LCATED IN DOWNTOWN CHICAGO, IL ON TUESDAYS AND WEDNESDAYS EACH WEEK. NO EXCEPTIONS.


JOB SUMMARY


The Membership Services Administrative Specialist position directly supports the Vice Presidents and other departmental leadership. This person will perform an array of functions to carry out the department's responsibilities and achieve its goals.


This position requires the ability to interact tactfully with internal and external stakeholders, staff, and the public, handle confidential material, deal with sensitive situations, and exhibit high attention to detail. The successful candidate will be able to understand a complex system of interrelated activities, draw independent conclusions based on the information provided, and interact professionally based on those assessments.


ESSENTIAL FUNCTIONS


The following description of job responsibilities and standards is intended to reflect the significant responsibilities and duties of the job. It is not intended to describe minor duties or other responsibilities that may be assigned occasionally.


  • Manage departmental calendars, schedule department videoconference calls, and gather and assemble departmental information. The individual will arrange and maintain meticulous computer and paper files, answer questions as needed, route inquiries to proper individuals, and disseminate appropriate information to staff and members.
  • Organizes and prepares for department meetings and outside meetings in which the department is involved. Tasks include preparing and distributing agendas and notices; setting and managing timeframes for submission and compilation of agenda books; preparing department statistics; compiling, drafting/editing, and distributing minutes; updating committee Workspace; and ensuring that travel and lodging requests are received and processed in a timely manner.
  • Ability to use software to create forms and surveys for the Membership Department; track requests/projects.
  • Organizes, processes, and tracks invoices, stipends, and reconciliation of expenses for departmental leadership.
  • Provides support for navigating the vendor contract approval process with the Legal Department and submitting approved vendor contracts to DocuSign for signature.
  • Keeps the department leadership apprised of developing issues and matters that must be addressed.



MINIMUM QUALIFICATION OR EXPERIENCE


Education: A Bachelor’s degree is strongly preferred or equivlent experience.


Experience: 3 - 5 years of administration experience. Healthcare Association or other Non-Profit experience preferred.


Licensure or Certification: NA.


Systems: Expertise with essential computer software, i.e., Word, Excel, PowerPoint, Fonteva, Formstack, Survey Monkey, Outlook, and Access.


Special skills: This position requires the ability to interact tactfully with professionals on all levels within the association, handle confidential material, deal with sensitive situations, and exhibit a high degree of attention to detail. The ability to plan ahead, take the initiative, work independently, and manage multiple projects simultaneously in a fast-paced, deadline-driven environment is required. Experience with managing expenses and vendors/suppliers/printers is preferred.


PHYSICAL, MENTAL DEMANDS AND WORKING ENVIRONMENT


This position requires working out of the office locally (up to 5%). Extended workday hours may be necessary around significant meetings and other high-volume work periods.


Physical requirements include the ability to remain stationary, move supplies and equipment up to 25 pounds, and operate office equipment.




We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.


American Osteopathic Association is unable to sponsor work visas at this time.

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