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Senior Society Coordinator

3 months ago

Downers Grove, United States American Academy of Sleep Medicine Full time
Job DescriptionJob DescriptionCompany Overview
We are the American Academy of Sleep Medicine (AASM), an innovative professional medical association located in Darien, IL. In pursuit of improving sleep health and promoting high-quality patient-centered care for all people, the AASM is dedicated to fostering a culture that is committed to excellence, inclusive, flexible, collaborative, appreciative, supportive, and innovative. We strive to live out these team values each day and are looking for others who would like to do the same. Our mission is to advance sleep care and enhance sleep health to improve lives.

We value the benefits of work/life balance through a hybrid work environment. While regular office presence is not required for this hybrid position, we strongly encourage our employees to work in the office two days a week, with Wednesday as an anchor day to strengthen our collaborative and supportive culture. Managers (with direct reports) are required to work in the office on the anchor day. Generally, twice a year for two consecutive days, all employees report to the office for special staff meetings/functions. As a result, only local candidates will be considered for this position.

Salary range: Starting at $65k
 
Job Summary
We’re looking for someone to join our team as a Senior Society Coordinator, in support of the American Association of Sleep Technologists (AAST). The AAST, a specialty society managed by the AASM, is the premier allied health membership association for professionals dedicated to improving the quality of sleep and wakefulness in all people. The Senior Society Coordinator will coordinate and oversee the day-to-day activities of the AAST with other department staff.

The ideal candidate can manage multiple projects with success, take detailed notes at meetings, produce well-written minutes, and work well in a collaborative and independent work environment.

Responsibilities and Duties
  • Serve as staff liaison to committees and task forces, overseeing the preparation of agendas and supporting materials for conference calls, conducting meetings, ensuring that minutes are transcribed accurately, and completing necessary follow-up in a timely manner.
  • Participate in quarterly Board meetings, generally virtual and held over weekends.
  • Monitor and facilitate meeting follow-up actions on behalf of the Executive Committee and Board of Directors.
  • Ensure follow-through of committees’ annual calendars, keeping them up-to-date.
  • Communicate with board members and committee members on a daily basis.
  • Oversee the annual election of officers and directors to ensure a seamless transition of leadership.
  • Plan and oversee the annual membership recruitment and retention campaigns, review member benefits and develop recommendations to grow membership, in collaboration with the Membership department.
  • Work with the Sales Team to secure industry support through sponsorships and advertising.
  • Collaborate with the Meeting department to assist in the planning and promotion of the Annual Meeting and courses.
  • Facilitate efforts with the Communications, Marketing, and Membership departments to maintain and update information on the society’s website regularly.
  • Responsible as the main point of contact for other meetings and courses. Attend and provide support at those meetings and courses.
  • Develop the agendas and scripts for special meetings at the Annual Meeting, including the General Membership Meetings, etc.
  • Collaborate with the Communication and Marketing departments to coordinate all the Society’s social media.
  • Collaborate with the Communications, Marketing, and Membership departments to maintain and update information on the society’s website.
  • Develop and disseminate electronic newsletters to society members.
  • Assist Senior Director with duties related to new initiatives and other responsibilities as assigned.
  • 5% travel is required with this position for the annual meeting and society sponsored events, which include weekends.

Qualifications and Skills
  • Bachelor's degree (or a combination of education and relevant work experience)
  • Five years of association management experience or similar qualified experience running committees for another type of organization
  • Experience in managing multiple committees and developing agendas and related materials for committee meetings
  • Experience with association management software
  • Experience with email software packages and creating surveys/forms
  • Experience managing social media platforms including Instagram, X, Facebook, and LinkedIn
  • Strong organizational and project management skills
  • Solid interpersonal acuity and ability to work professionally with a multitude of personalities
  • Ability to work both independently and collaboratively while interacting professionally with staff and society members with minimal supervision
  • Strong written communication skills with an ability to write reports and meeting minutes with clarity and precision
  • Working knowledge and understanding of Microsoft Office

Bonus Skills
  • Medical association experience
  • Experience in analyzing financial statements and budgets
  • Experience marketing society events and member services

The AASM is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Aside from the great job opportunity, we offer a collaborative and fun work culture with amazing benefits. Visit "Working at AASM" for a glimpse of AASM work life.
  • Affordable medical & dental coverage for you and your family
  • Free life & disability insurance
  • 3 weeks of PTO (personal/vacation/sick time) plus paid company holidays
  • PAID parental leave, up to 3 months
  • Flex-time hours
  • Business casual environment
  • DoorDash meal perks in-office
  • Generous 401(k) plan
  • Health savings accounts with employer contributions
  • Flexible spending & dependent care accounts
  • Professional development assistance
  • Pet insurance
  • Theft ID coverage
  • Discounted fitness membership
  • Service recognition and peer-to-peer platform with reward points for gift card or donation redemption
  • Weekly “Wellness Wednesdays” with walk, stretch, and healthy snack breaks
  • Twice daily “plank breaks”
  • Seasonal staff events

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