Provide administrative and project coordination and support to the Manager, Volunteer Engagement. Assist the Manager and Director and support the unit by performing administrative functions, project management, correspondence and communications, committee management and administration, data research and analysis, budget tracking, database administration, schedule coordination, and file maintenance. Perform a wide variety of detailed and complex administrative tasks with minimum guidance.
Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun.
Serve and main staff liaison to all Education Subcommittees, including administrative support, call scheduling, reporting and communication with Education Committee staff. Additionally, provide administrative support to the Scientific Program Committee, Scientific Program Awards Committee and other subcommittees, workgroups, and task forces as assigned.
Serve as primary staff liaison to assigned individual NetWorks, to include all aspects of planning and executing meetings and conference calls, administration of elections process, management of projects and budgets, and written communications such as CHEST Physician or NetWork newsletter articles, blast e-mail communications, and Storify web articles.
For the Annual Meeting, work with assigned NetWorks to submit topics through the annual meeting submission process, as well as plan NetWorks featured lecture sessions. In collaboration with the NetWorks Manager, identify any conflicts in the program, assist the Program Chair in securing sessions to fill identified gaps in the program and in selecting faculty; provide onsite support for NetWorks leadership as needed.
Prepare for, provide support, and attend business meetings at CHEST as assigned. Provide logistical support at CHEST events, program orientations, and other trainings as necessary.
Acquire a strong working knowledge of division budgets account and product codes used; Maintain division-wide files for budgets and invoicing, contracts, reports, policy documentation, and SOPs in a format accessible to department staff and utilize accounting system to look up information as needed; manage the timeline for budget preparation, review draft budgets for consistency, and review monthly reports from accounting for variances. Review, code, and submit for approval relevant vendor invoices and volunteer reimbursements; invoice vendors as contracted and follow up as needed to ensure receipt of payment.
Provide administrative support to the Senior Vice President,Director and Manager of the Division, including scheduling meetings and calls, assisting with meeting set up and call hosting, responding to inquiries and communicating with partners and members, routing documents for approval, and maintainingdepartment files.
Represent CHEST in the most positive manner with prospective, former and current faculty, volunteers, suppliers, and staff; interact effectively with a diverse group of staff, faculty and clients for our services.
Complete other tasks and projects as assigned.
Provide support to members, committees, faculty, and learners, emphasizing a customer-service, learner-centric approach to all interactions and promoting a responsive, positive environment.
Ensure adherence to all policies and procedures.
Work collaboratively with staff in other departments and divisions and subject matter experts to achieve shared goals.
Demonstrate a commitment to continual process improvement, the spirit of innovation, and teamwork.
Maintain working knowledge of all systems and workflows required to execute activities (eg, AMS, LMS, submission and review systems).
Maintain data confidentiality and security.
Required Qualifications and Competencies:
Bachelor’s degree or equivalent combination of education, skills, and experience.
Demonstrated ability to organize, prioritize, and coordinate multiple tasks; strong project management skills with attention to detail and ability to meet deadlines consistently.
Strong database and computer skills; including proficiency in Microsoft Office applications, especially Microsoft Excel and PowerPoint; experience with Survey Monkey.
Excellent diction, grammar, vocabulary, and professionalism, in both verbal and written communication, including the ability to organize, structure, and communicate information and ideas clearly.
Well-developed sense of self-direction, able to take the lead on assigned tasks demonstrating significant personal initiative regarding project facilitation.
Demonstrated ability to work effectively as part of a team as well as be a strong individual contributor.
Flexibility and adaptability to changing daily activities and priorities.
Occasional evening and weekend work and travel required.
Ability to accommodate occasional overtime.
This description was designed as a convenience to acquaint employees and managers with the basic elements of the position. The duties of this position are not limited to what is contained in this description, and employees in this position may be asked to perform various functions not listed. This description is solely for the purpose of summarizing basic duties, and it is not intended to be a contract or guarantee of employment or of any specific terms or conditions of employment. This description may be amended or eliminated from time to time as necessary for operational or business reasons.
About American College of CHEST Physicians
The American College of Chest Physicians (CHEST) is the global leader in advancing best patient outcomes through innovative chest medicine education, clinical research, and team-based care. With more than 18,700 members representing 100+ countries around the world, our mission is to champion the prevention, diagnosis, and treatment of chest diseases through education, communication, and research. This includes connecting health-care professionals to the latest clinical research and a wide array of evidence-based guidelines through the CHEST Journal, while also serving as a total education resource for clinicians through year-round meetings, books, mobile apps, and live courses in pulmonary, critical care, and sleep medicine. The first medical association with a clinical simulation program accredited by the Society for Simulation in Healthcare, CHEST also provides hands-on training through innovative simulation education. The CHEST Foundation, our philanthropic arm, provides members with grants, patient education tools, and other resources to help their patients live and breathe easier. CHEST staff are presented with a competitive salary and excellent benefits in a team-based atmosphere of highly qualified colleagues.