Provide appropriate administrative support for each assigned client.
Oversee the fulfillment of service obligations as outlined in assigned client’s scope of services and develop/maintain an understanding of client issues.
Staff committee and board/council meetings and prepare/distribute materials and meeting minutes.
Develop report of follow up activities and insure timely completion.
Maintain and archive clients’ records and documents.
Serve as customer service representative to all MAM clients.
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.
Manage physician volunteers
Monitor and ensure that clients are compliant with organizational bylaws and other state and federal laws / requirements.
Assist in the development and implementation of clients’ strategic plan and/or mission.
Serve as liaison to other organizations.
Working with the Senior Directors of MAM, serve as the staff liaison for legislative and regulatory issues.
Coordinate grassroots advocacy activities for clients, attend Legislative Conferences in Washington DC for clients, and organize Lobby Day for clients.
Serve as the liaison with any legislative consultants (internal & external).
Ensure continuous communication of all legislative activity with ISMS/ISMIE.
Ensure assigned clients membership records are kept current, process new membership applications, coordinate notification process and billing of new members as assigned.
Manage membership recruitment activities and manage/monitor dues process for client.
Manage client's publications and other communications, and maintain communication with vendors, exhibitors, sponsors/industry leaders.
Maintain client's website and manage client’s print, mail, faxed, electronic and web site communications.
Prepare annual operating budget/financial forecasts and ensure accuracy and timely production and distribution of the financial statements.
Monitor investment accounts and ensure all tax filings are completed by an external accountant.
Process invoices, record deposits, and deliver materials to designated accountant and banking institution.
Manage comprehensive meeting planning services such as but not limited: prepare and monitor meeting budget, site selection, speaker correspondence, audio visual, prepare marketing material, exhibits & sponsorship, accreditation, awards, evaluation, budgets, vendor services, assist in program development, registration, food & beverage orders. Obtain CME if required.
Work with assigned committee to plan and implement meeting.
Planning and Development:
Participate in long range planning for the department including marketing divisional services to obtain new clients.
Encourage ISMS membership among members of the assigned clients and help ISMS develop recruitment strategies including providing ISMS with data on assigned clients.
Desirable Qualifications and Experience:
Bachelor’s degree from a four year accredited college or university preferred.
Minimum 3+ years’ experience in non-profit management or related industry.
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.
Ability to work evenings and weekends as needed for meetings and conference calls with some overnight travel.
About ISMIE Mutual Insurance Company/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.
ISMIE Mutual is the premier provider of professional liability insurance to physicians in the Midwest, offering products that maximize protection and minimize worry. Our goal is to insure you with the best coverage at the most affordable price.