Administrative Specialist Membership Services

$60,008 - $63,024/Yr

American Osteopathic Association - Chicago, IL

Full-time

Hybrid - Chicago, IL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Membership Services Administrative Specialist position at the American Osteopathic Association is a full-time role that provides direct support to the Vice Presidents and departmental leadership. This hybrid position requires in-person presence in the downtown Chicago office on Tuesdays and Wednesdays. The specialist will perform various administrative functions to help achieve departmental goals, requiring strong interpersonal skills, attention to detail, and the ability to handle sensitive information.

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.
• Compile, draft/edit, and distribute meeting minutes and department statistics.
• 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 and submit contracts for signature.

Requirements

• Bachelor's degree strongly preferred or equivalent experience.
• 3 - 5 years of administration experience, preferably in a healthcare association or non-profit setting.
• 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.
• Strong attention to detail and ability to manage multiple projects in a fast-paced environment.

Nice-to-haves

• Experience managing expenses and vendors/suppliers/printers.