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American Osteopathic Association - Chicago, IL
posted 2 months ago
About the position
The Membership Services Administrative Specialist position is designed to provide direct support to the Vice Presidents and other leadership within the department. This role involves a variety of administrative functions aimed at achieving departmental goals, requiring strong interpersonal skills, attention to detail, and the ability to handle sensitive information. The position is hybrid, necessitating in-person presence in the downtown Chicago office on Tuesdays and Wednesdays.
Responsibilities
- Manage departmental calendars and schedule videoconference calls.
- Gather and assemble departmental information and maintain meticulous computer and paper files.
- Answer questions and route inquiries to the appropriate individuals.
- Organize and prepare for department meetings, including preparing agendas and distributing notices.
- Set and manage timeframes for submission and compilation of agenda books.
- Prepare department statistics and draft/edit meeting minutes.
- Update committee Workspace and ensure timely processing of travel and lodging requests.
- Create forms and surveys for the Membership Department using software tools.
- Organize, process, and track invoices, stipends, and reconciliation of expenses.
- Support the vendor contract approval process with the Legal Department and submit contracts for signature.
Requirements
- Bachelor's degree strongly preferred or equivalent experience.
- 3 - 5 years of administrative experience.
- Experience in a Healthcare Association or other Non-Profit preferred.
- Expertise with essential computer software including Word, Excel, PowerPoint, Fonteva, Formstack, Survey Monkey, Outlook, and Access.
- Ability to interact tactfully with professionals at all levels and handle confidential material.
Nice-to-haves
- Experience managing expenses and vendors/suppliers/printers.
