To provide administrative and support services to the division of Medical Association Management and its’ clients.
General administrative activities including, but not limited to, mail distribution, answering phones, general written and e-communication correspondence, file maintenance and data management.
Provide administrative support to MAM clients.
Distribute marketing material for MAM clients as directed.
Serve as a customer service representative to all clients.
Prepare and distribute meeting notices and marketing material for client meetings as directed.
Coordinate arrangements (food/beverage, audio visual, meeting rooms) for client meetings as directed.
Serve as a meeting registrar for clients.
Provide administrative support for client meetings, conferences and events, including but not limited to: speaker, exhibitor and attendee correspondence.
Provide onsite meeting support including, but not limited to, registration and meeting logistic implementation.
Attend and staff client meetings and events as directed.
Responsible for all administrative duties related to accounts payable and receivable for the department and clients.
Process and copy invoices for VP signature and deliver materials to designated accountant.
Record deposits and deliver materials to designated accountant and banking institution.
Maintain invoice/check files for each society.
Prepare and distribute monthly ISMS bills to specialty clients.
Responsible for all functions and tasks related to membership.
Database management and administration for all clients.
Manage dues process for all MAM clients.
Process new membership applications and coordinate notification process
Coordinate billing of new members.
Prepare and distribute the monthly Dues Collection Report.
Serve as the key contact to physician volunteers responsible for the implementation of staff assigned projects.
Assist in the determination, development and implementation of special projects.
Special and annual projects may include but are not limited to: meeting planning, grassroots advocacy, website management, communications, marketing, membership, and public relations.
Attend and staff client governance meetings, educational conferences, and events as needed.
Pro-active contributor to the development and maintenance of client websites and social media outlets.
Develop letters of communication for MAM clients.
Assist in the implementation of clients’ marketing plans for membership, meetings/events and advocacy.
Assist in routine updates of clients’ websites.
Assist in editing client communications.
Serve as main customer service representative to MAM clients through written, phone and in-person communication.
All other duties as assigned.
Desirable Qualifications and Experience
Bachelor’s degree from a four year accredited college or university preferred.
A minimum of 3 years’ experience in association work.
Must be hard working and flexible with the ability to manage and administer several projects simultaneously.
PC experience with Windows operating system and a variety of software programs, including but not limited to WORD, PowerPoint and EXCEL.
Database management experience, iMIS preferred.
Excellent oral and written communications skills with a strong focus on customer service.
Proficient in time management and organizational skills.
Detail oriented, motivated self-starter.
Ability to work evenings and weekends as needed with some overnight travel.
Professional attire and demeanor.
About Illinois State Medical Society
The Illinois State Medical Society is a professional organization that represents and unifies its physician members as they practice the science and art of medicine.
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