Career Center

SUPPORTS:               Musculoskeletal Tumor Society (MSTS), Ruth Jackson Orthopaedic Society(RJOS), The Hip Society(HIP) and The Knee Society(KNEE)

GENERAL SUMMARY:

Coordinate the development, implementation, and evaluation of society’s activities according to key association management principles and ethics to maintain a healthy and viable organizations.  Perform a wide variety of detailed administrative and project management activities, which are dependent upon the society’s projects, initiatives and strategic plans.  Assist with committee activities as assigned. 

DUTIES AND RESPONSIBILTIES:

Support the Societies’ missions and visions through assigned projects.

1. Provide administrative support to the MSTS, RJOS, HIP and KNEE staff teams as directed.
2. Provide progress reports and assist with surveys and evaluations.
3. Support the staff teams and leaderships with committee and board call scheduling, agenda development, distribution of agenda materials, board meeting minutes and tracking/completion of action items.
4. Effectively communicate with the societies’ members and staff teams;
5. Maintain and update procedures, manuals, lists, board and committee rosters; suggest improvements.
6. Assist with financial recordkeeping, processing of invoices and payment, and collection of appropriate forms.

                                                                                        25% of time           Importance: 2

Support the Societies’ Live and Virtual Educational Courses and Offerings in collaboration with the Education and Meetings Coordinator and/or Education and Meetings Manager, develop and implement a compendium of abstracts.

1. Distribute faculty invitations and confirmation letters.
2. Create, produce, and distribute all meeting materials, including the print and electronic preliminary and final programs and evaluations and posters within established timelines.
3. Assist with Annual Meeting app and data input.
4. Coordinate registration for various courses, and potential events taking place during the Annual Meeting and assist with on-site registration for all meetings.
5. Provide instructions for registration and work with on-site temporary staff at the Annual Meeting.
6. Coordinate packing, unpacking, and shipping of any supplies, signage from the NW Orthopaedics office.
7. Develop, collect, and record required paperwork, presentations, and handouts.
   1. Maintain meeting records, such as registrations, speakers, evaluation data, and meeting history data.
   2. Produce, review, and reconcile reports, as directed.

                                                                                        25% of time           Importance: 1

Provide administrative support for membership activities.

1. Collect and collate membership application materials.
2. Advise applicants of membership status through appropriate communications.
3. Advise current members of status changes as appropriate.
4. Maintain membership records.
5. Coordinate dues billing and follow-up; issue appropriate reports.
6. Provide customer service to members.
7. Coordinate Traveling Fellowship Program including travel arrangements and correspondence.

                                                                                          25% of time           Importance: 1

Develop communications to members, nonmember constituents, and to the public.

1. Maintain the society web site in a timely and user-friendly format.
2. Collect and distribute social media posts.
3. Draft correspondence as necessary.
4. Order member and award certificates.
5. Distribute bulk/listserv messages to members and respond as necessary.

                                                                                        10% of time             Importance: 2

Coordinate the development and implementation of development related projects.

1. Create and distribute donation acknowledgment letters as assigned.
2. Update the Societies’ donor recognition webpage as needed.
3. Assist with creation of marketing and promotional materials.

                                                                                            5% of time           Importance: 2

 Provide general society support.

1. Provide administrative support to the MSTS, RJOS, HIP and KNEE Executive Directors and staff, including leading, receiving and routing correspondence, screening telephone calls and reviewing and responding to general email, logging payables and receivables and ordering supplies. Prepare and send correspondence.
2. Create invoices as directed and assist members with reimbursement reports.
3. Record and track the societies’ payments in the respective database.
4. Collect reports for monthly reconciliations.
5. Coordinate the design and purchase of promotional items and giveaways.
6. Prepare special reports as directed.
7. Establish and maintain all necessary society files.
8. Develop timelines, procedures, and schedules for projects as assigned.
9. Provide administrative coordination as requested to facilitate department projects and activities.
10. Perform all other job-related duties as required or assigned.

                                                                                           10% of time         Importance:  3

Complies with all safety policies and practices of the organization and all safety standards associated with this position, including the use of personal protective equipment. 

QUALIFICATIONS:                          

Required:                Undergraduate degree or equivalent work experience.           
                               Proficient in Microsoft Office.

Excellent member service mentality and delivery; effective verbal and written communications; strong organization and interpersonal skills; exceptional attention to detail, flexibility.  Ability to think proactively and creatively. 

Must excel in a fast-paced, team-oriented environment.  Cooperative, supportive, and “can do” attitude is crucial to success.  This person must have integrity, confidence, and credibility with leaders, members, vendors, and staff.

Desired:                  3-5 years of administrative association experience.

Experience with Constituent Database (MemberClicks preferred), Bulk Email Software (ex: Constant Contact), website maintenance software, social media platforms, Adobe Acrobat reader and Learning Management Systems.