Administrative Specialist, Affiliate Relations and Strategic Partnerships

Job Description

Job Description

Hybrid work model requiring Tuesday and Wednesday in office located in in the Streeterville / Magnificent Mile area of downtown Chicago, IL.

JOB SUMMARY

Provide administrative and project management support to the Department of Affiliate Relations and Strategic Partnerships and Health Initiatives 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 and external partners. Manage all in-house and virtual meetings, including scheduling and agenda preparation. Assist in the preparation and execution of the AOA’s Affiliate Partnership Meeting as well as conventions for the Student Osteopathic Medical Association (SOMA) and Advocates for the American Osteopathic Association (AAOA).

The Specialist will split their time providing support and assistance to the Affiliate Relations and Strategic Partnership and Health Initiatives department staff.

The Specialist will also serve as SOMA Administrator, requiring administrative responsibilities, monitoring of the SOMA Administration email in-box, communicating with osteopathic medical students, managing projects, and providing technical support to SOMA.

The Specialist 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, the Specialist must possess excellent interpersonal, teamwork, organizational, time management, oral / written communication, administrative and project management skills. Exceptional technical acumen with proficiency in MS Office (Word, Excel, PowerPoint), Fonteva, Adobe Creative Cloud (Illustrator, Photoshop, InDesign, Premier Pro), Canva, Google Workspace, Google Analytics, and WordPress and the ability to learn and apply innovative technologies as required; familiarity with financial reports and budgets and Web conferencing systems (i.e., Zoom), knowledge of SurveyMonkey and Formstack, preferred. Any overtime and travel will be determined as needed.

ESSENTIAL FUNCTIONS

1. Respond to inquiries from AOA affiliate leaders and external partners, including, but not limited to, inquiries regarding AOA meetings, member communications, the Affiliate Workspace, and data requests.

2. Serve as team lead for department administrative responsibilities and projects in collaboration with other AOA departments.

3. Assist department staff in planning and implementing activities and initiatives in collaboration with affiliate organizations and external partners.

4. Provide essential administrative and operational support to ensure the efficient execution of SOMA and the AAOA programs, communications, and member services. This role supports managing day-to-day activities, coordinating communications, maintaining accurate records, and facilitating organizational activities.

5. Assist in planning affiliate and external partner meetings including scheduling, agenda preparation document preparation, and meeting follow up.

6. Maintain the SOMA and the AAOA membership databases. Serve as the staff lead for all membership data requests and entries into AMS system.

7. Arrange staff meetings, committee in-person and virtual meetings, and webinars.

8. Manage the content posted on the Affiliate Workspace by ensuring all information is up-to-date and relevant.

9. Prepare agendas, meeting notices and materials, draft minutes, PowerPoints, and provide technical support during virtual and in-person Bureau and Council meetings. Be proactive in organizing materials in advance for scheduled meetings.

11. Assist in the development of member surveys and various affiliate and project surveys as needed. Field, analyze and develop executive summaries.

12. Assist with awards programs including updating timeline for nominations, collating nominations, summarizing the vote outcome, and ordering of awards.

13. Support assistant director with administrative financial tasks associated with processing expense payments and monthly credit card reconciliations and miscellaneous correspondence.

14. Perform other duties as assigned.

MINIMUM QUALIFICATION OR EQUIVALENTS

1. Education :

• Bachelor’s degree or relevant experience.
• Knowledge of association and / or non-profit health care management.

2. Experience :

3. Exceptional technical acumen with proficiency in MS Office (Word, Excel, PowerPoint), Fonteva, Adobe Creative Cloud (Illustrator, Photoshop, InDesign, Premier Pro), Canva, Google Workspace, Google Analytics, and WordPress and the ability to learn and apply innovative technologies as required; familiarity with financial reports and budgets and Web conferencing systems (i.e., Zoom), knowledge of SurveyMonkey and Formstack, preferred.

4. Licensure or Certification : Not required but pursuit of CAE or IOM encouraged.

5. Special Skills :

6. Database : Expertise in office management, membership, financial, publishing database management software, AMS / CRM / membership platform, Fonteva and Salesforce preferred.

7. Communications : Exceptional interpersonal and written communication skills required. Strong writing skills are essential.

EVALUATION AND ASSESSMENT

This position description reflects the assignment of essential functions. It does not restrict additional tasks that may be assigned. This job description is subject to change based on the needs of the organization.

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).

This is a non-exempt full-time position.

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 (15%), and weekend / evening work is required.

Salary Range : $28.84- $31.25 Hourly

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.