This position is based in Chicago, IL. This role will require you to be on site two days per week (additional days may be required as needed).
JOB SUMMARY
Provide administrative and program support to the Department of Affiliate Relations and its managed affiliates. Serve as a central resource person for all internal and external requests for information regarding state and specialty affiliates as well as osteopathic stakeholder organizations. Manage in-house and virtual meetings, including scheduling and agenda preparation. Assist in the preparation and execution of the AOA’s Affiliate Leader Meeting as well as conventions for the Student Osteopathic Medical Association (SOMA).
The Administrative Specialist, Affiliate Relations will also serve as SOMA Administrator, requiring monitoring of the SOMA Administration email in-box, communicating with osteopathic medical students, managing projects, and providing technical support to SOMA.
The Administrative Specialist, Affiliate Relations must take initiative, pay close attention to detail, be able to manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. In addition, they must possess excellent interpersonal, teamwork, organizational, time management, oral/written communication, and project management skills.
ESSENTIAL FUNCTIONS
- Respond to inquiries from AOA affiliate leaders, including, but not limited to, inquiries regarding town halls, AOA meetings, member communications, the Affiliate Workspace, and data requests.
- Serve as team lead for department projects. Assist AVP with formatting of PowerPoint presentations for meetings, including generation of graphs, charts, and other graphics for reports as requested.
- Preparation for affiliate town halls, including agenda, prep call, scheduling, and Q&A document.
- Serve as the staff lead for all membership data requests from affiliates and collaborate with Membership Services to fulfill requests.
- Arrange staff meetings, in-house committee meetings, teleconference calls, and webinars, and serve as team lead on virtual meeting software.
- Ensure that affiliate leadership rosters for state and specialty affiliates, and osteopathic stakeholder organizations are up to date and posted on the department shared drive and are added to the AOA address book in Outlook. Collaborate with the Department of Communications and Marketing to ensure that the proper individuals are receiving the weekly e-newsletter, Affiliate News when roster updates occur, as well as other AOA publications received by affiliate leaders.
- Manage content updates on the Affiliate Workspace by ensuring all information is up-to-date and relevant. Collaborate with the Senior Director, Affiliate Relations and webeditor@osteopathic.org to keep the site current.
- Assist in staffing of Bureau meetings by preparing agendas, meeting notices and materials, drafting minutes, and providing technical support during virtual and in-person meetings.
- Assist in the development of member surveys and various affiliate and project surveys as needed. Field, analyze and develop executive summaries.
- Perform other duties as assigned.
MINIMUM QUALIFICATION OR EQUIVALENTS
Education:
- Bachelor’s degree or relevant experience.
- Knowledge of association and/or non-profit health care management.
Experience:
- 5 years of association experience with administration, operations, and meeting planning/preparation highly desired.
- Experience in collaborating with volunteer leaders.
- Proficiency in MS Office, Adobe, and other frequently used business software is required.
Licensure or Certification: Not required but pursuit of CAE or IOM encouraged
Special Skills:
- Time management is essential.
- Aptitude with computer programs and software.
- Exceptional customer service and teamwork skills are required, in dealing with both internal and external constituents.
- Technical proficiency in MS Office, Adobe, and other frequently used business software is required.
- Experience with AMS/CRM/membership databases required, Salesforce is a plus.
- WordPress a plus.
Database: Expertise in office management, membership, financial, publishing and database management software. Fonteva and Salesforce preferred.
Communications: Exceptional interpersonal and written communication skills required. Strong writing skills are essential.
PHYSICAL/MENTAL DEMANDS AND WORKING ENVIRONMENT
This position is based in Chicago, IL. This role will require you to be on site two days per week (additional days may be required as needed).
Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.
Some travel (10%) and weekend/evening work may be required.
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.
