The Association for association professionals in Chicagoland

Position Summary: ICVA is seeking Administrative Support who will be an integral member of the ICVA team. The primary responsibility of this role is to support the Office of the CEO in completing administrative tasks deemed appropriate. This position will have ample opportunity to assist in and support projects in multiple areas based on the needs of the organization. The Administrative Support will report to the Business Manager.

Essential Functions and Responsibilities:

• Support the Business Manager with IT coordination and project tracking. When technical issues require extended resolution times from our IT partner, assist by logging details, monitoring progress, etc. 
• Manage the reimbursement process through Bill.com including reviewing reimbursement forms submitted by staff and volunteers, tracking reimbursement statuses, assisting staff and volunteers with submissions and questions related to the process, while working with the Business Manager for specific questions related to Reimbursement/Travel Policies. 
• Draft and format basic instructions, templates, or communication updates for team distribution at the direction of the Business Manager.
• Track recurring tasks (e.g., software and subscription renewals, state reporting dates)
• Track progress of contracts and agreements with vendors as needed.
• Coordinate periodic review and revision of the ICVA website for use of consistent language and to ensure currency of content, and draft business communications based on this content.
• Provide additional administrative support during high-demand periods, such as Board Meetings or major organizational events, by managing routine tasks and ensuring timely communication and follow-up.
• Essential functions and responsibilities are not limited to this description and this position may be asked to complete other tasks as needed.

Other:

• Ability to travel out of the area and overnight may be expected throughout the year.
• Ability to attend virtual meetings as necessary across different time zones.
• Dedication to the organization's mission and values.
• Performs other duties as assigned.

Qualifications, Experiences and Skills:

• Bachelor’s degree preferred.
• Experience working with non-profit organizations.
• Experience working with senior leadership and Board. 
• Experience with reimbursements and project tracking.
• Knowledge of the higher education and/or assessment sector and issues is a plus.
• Skilled with assessment or membership databases and online scheduling resources.
• Experience with Office Suite, Zoom and Apple products.
• Prioritize multiple projects and deadlines in a timely and efficient manner.
• Well organized, detail oriented and highly professional.
• Excellent verbal and written communication skills. 
• Ability to act with integrity, professionalism, and confidentiality.

Key Attributes, Skills and Competencies:

• Presence: Candidate will regularly interact with senior executives from partner institutions and organizations, senior leaders of other higher education associations and organizations, and other partners, and must feel comfortable representing the senior leadership team as well as the entire organization.
• Strong Communicator: Candidate will prepare a wide variety of materials for internal and external audiences, and such communications must be clear, concise and compelling. Develops and produces quality written work that is appropriate, thorough and accurate. Effective verbal communication and agile facilitator.
• Self-starter: Have the discipline to fulfill commitments to staff, board members, and other partners. Attends to how new approaches, policies, and guidelines integrate and align with current practices. Has experience communicating, coordinating and collaborating with volunteers.
• Professionalism: good judgment; ability to interact with all levels of staff, volunteers, and vendors; appropriate demeanor and confidence. Retains focus and optimism even in times of ambiguity or when facing potential roadblocks. Views change as an opportunity to produce better results. Thinks proactively and creatively. Excellent customer service mentality and delivery; strong interpersonal skills; resourceful.
• Team Player: Candidate must possess a team spirit, approach relationships with a win-win perspective and be accountable for their interactions in a collaborative work environment. Candidate must also be prepared to assist coworkers in projects not originally assigned to them. Must excel in a team oriented environment. collaborative, supportive, and "can-do" attitude is crucial to success. This person must have integrity and credibility with leaders, volunteers, partners, and staff.

About International Council for Veterinary Assessment

OVERVIEW The International Council for Veterinary Assessment (ICVA) is a world leader in veterinary assessments. Our tests, including the North American Veterinary Licensing Examination (NAVLE), are administered in over 60 countries. At ICVA we collaborate with stakeholders* in academia, licensing boards and practicing veterinarians to ensure our tools can effectively assess the knowledge and skills required for veterinary practice. Our passion for developing high-quality products strengthens our commitment to providing world-class examinations and other assessment tools to protect the public, and animal health and welfare. VISION The world leader in veterinary assessments. MISSION Provide world-class examinations and other assessment tools to protect the public, and animal health and welfare. Provide leadership and facilitate collaboration throughout veterinary medicine. *ICVA works with the National Board of Medical Examiners (NBME) to score the exam and create and distribute the score report.

Connections working at International Council for Veterinary Assessment