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Administrative Specialist

3 months ago

Arlington, United States American College of Osteopathic Internist (ACOI) Full time
Job DescriptionJob DescriptionAt the American College of Osteopathic Internists (ACOI), we envision a world where osteopathic internists are practicing Principle-Centered Medicine™ and flourishing in every aspect of their lives. Our mission is clear: we are the premier community for osteopathic internists, committed to providing exceptional leadership, networking opportunities, and education to support our members in achieving success while staying true to why they pursued medicine. Guided by unwavering core values of leadership, excellence, integrity, professionalism, and service, we strive to foster a community of growth, professional development, leadership, advocacy, physician wellbeing, and membership sustainability. Additionally, at ACOI, we shape the future of osteopathic internal medicine by championing excellence, integrity, and service every step of the way.

Overall Position SummaryThe Administrative Specialist the American College of Osteopathic Internists (ACOI) plays a crucial role in ensuring the efficiency and effectiveness of administrative processes within the department. This position will be the initial point of contact for ACOI membership for meetings and education. The role primarily focuses on administration for the education and meetings department, primarily overseeing a database that serves as the central repository for information related to speakers, member management, credit points, contact information, event details, and reporting. Additional responsibilities include travel for speakers and members, assistance for meetings, answering member questions over the phone and electronically, providing support to the Education and Professional Development and Executive teams. Key tasks include developing and implementing processes and standard operating procedures (SOPs) to streamline administrative tasks, maintaining the accuracy and integrity of data within ACOI’s database for the Education and Professional Development department, and generating reports to support decision-making and program evaluation. The Administrative Specialist serves as the primary point of contact for inquiries related to the Education and Professional Development department.

Essential Functions
  • Develop and implement efficient processes and SOPs to streamline administrative tasks within the Education and Professional Development Department.
  • Manage a database(s) and reporting for various organizational functions including but not limited to systems that hold information regarding speakers, members, continuing education credits, contact information, event details, reporting, etc.
  • Ensure the accuracy, integrity, and security of data.
  • Collaborate with other departments to gather necessary information and ensure tasks are completed timely.
  • Serve as the primary point of contact for inquiries related to the department and assist Executive team as needed.
  • Generate reports and analyze data to support decision-making and evaluate the effectiveness of educational programs and initiatives.
  • Stay updated on industry best practices and technological advancements.
  • Continuously identify opportunities for process improvement and implement solutions to enhance departmental efficiency and effectiveness.
  • Act as the subject matter expert of ACOI programs by possessing comprehensive knowledge of the organization's educational offerings, events, and member resources.
Required Education/Experience
  • Bachelor’s degree in Business Administration, Information Management, or a related field, or a combination of relevant work experience and education.
  • Strong database management and communication experience required.
Required Qualifications
  • Proven experience in database management, professionalism, and confidentiality.
  • Strong analytical skills and attention to detail.
  • Excellent organizational and time management abilities.
  • Proficiency in Microsoft Office Suite (particularly Excel) and database software.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Effective communication and interpersonal skills.
  • Willingness to travel as needed, including but not limited to biweekly mail/office checks at the office located in Arlington, VA, and mandatory attendance to the ACOI Annual Convention.
Supervisory EnvironmentThis position operates without direct staff supervision responsibilities but collaborates closely with cross-functional teams to achieve organizational objectives.

Work Environment
This hybrid position is primarily remote and operates from an approved office environment. It mainly involves desk-based tasks, but there will be instances of travel and commitments during work hours, evenings, and weekends, notably for the biweekly trips to the office, annual staff meeting, and other company events. Participation and attendance to the ACOI Annual Convention is required for all ACOI employees. The role has minimal physical demands, such as occasionally lifting or moving equipment. This position is not designated as emergency staff and won't typically be required for immediate operational support.