The American Thyroid Association® (ATA) headquartered in Northern Virginia, is a mission driven 501c(3) non-profit professional medical society with over 1,700 members. The ATA® is the leading organization devoted to thyroid biology and to the prevention and treatment of thyroid disease through excellence in research, clinical care, education, and public health.
The ATA hosts a small staff environment and we are seeking a candidate who is flexible, able to prioritize, work independently yet, cooperatively and professionally as a part of the core team. The role and responsibilities for the Association Services Administrator include the following, and are subject to cultivation and change as the organization mission and goals progress:
Overview of Position:
Provides administrative support for the association team;
Supports staff in assigned project-based work (programs & events);
Works both independently and with direction as needed in collaboration with team;
Responsible for coordinating and providing general office services;
Flexible, cooperative and able to prioritize;
Interacts effectively and pleasantly with staff and members;
Some travel to association events may be required.
Essential Responsibilities and Duties:
Office and Administrative Support:
Answer in-coming phone and email inquiries from members, patients, and vendors. Assess inquiries to determine needs in order to provide information, resources and direct department-related calls to appropriate staff. Help manage phone system including, routing of voicemails left on the main number and posting out of office messages for holidays. Update Exchange/Outlook email lists/contacts and distribution groups.
General office responsibilities such as ordering office supplies and managing office service requests and comparisons. Receive guests and deliveries, direct as appropriate.
Support staff with conference call/meeting scheduling using a meeting availability tool (such as doodle poll), create Outlook calendar appointments, invite participants, and confirm meetings. Download and archive conference call recordings.
Help to coordinate mailings in-house and with mail house for larger mailings.
Make travel arrangements as needed and, coordinate with staff to prepare packing (and unpacking) of materials shipped to ATA meetings and exhibitions at other meetings.
Database / Technology Support:
Data entry and updates to records in iMIS Association Management System including, routine contact updates; committee/volunteer updates; follow up on return mail and bounced emails; merge duplicate records using duplicate merge manager tool; clean and prepare various lists for import into the database; batch payment entry as needed.
Support staff with email messaging using the Higher Logic-Informz system. Help to create and send messages, update templates and manage bounced and unsubscribed emails in the Informz system.
Assist with content and data updates for the association mobile app; support members with logging into and navigating the app.
Coordinate and assist with updates to participant/member information, group management and document/file uploads in the association project management system WorkZone.
Committee / Volunteer Support:
Ensure accuracy of all committee/volunteer data in the iMIS database throughout the year and particularly during the annual volunteer term transition (Sept/Oct).
Support staff with committee administrative processes and logistics including, conference call scheduling; type and editing correspondence and reports; filing, retrieving and disseminating correspondence and materials; preparing meeting agendas and minutes.
Review and update committee rosters in various locations both internally and externally (website, WorkZone) for staff, leadership and volunteer use.
Responsible for collecting and organizing incoming committee/volunteer Conflict of Interest/Disclosure forms from volunteers and disseminating to staff and leadership as appropriate.
Interaction with the organization’s volunteer leaders/members as appropriate.
Support administrative tasks related to the society’s publications submissions and editorial process. Tasks include managing the publication submission system and data as well as, coordinating day-to-day communications and activities with publication authors, reviewers, and the journal publishing company.
Events / Meetings:
Support meeting staff with meeting related tracking and administrative tasks including downloading and preparing registration reports for ATA events to report to staff and leadership.
Perform data entry and tracking of meeting related information - speaker data, documentation, presentation and session data for printed program and meeting mobile APP development, session recording information, and registration list imports.
Inform sister societies of ATA meetings for post to external websites and event calendars; update annual sister society events on the ATA website events calendar.
Track and document fees of sister society offerings annually – registration rates, membership dues, etc.
Audience response support - coordinating faculty Q&A and preparation in ARS system, on-site support.
Education and Experience Requirements:
Bachelor’s Degree preferred.
Early career / entry level position for an enthusiastic self-starter.
1-3+ years’ experience in association work or equivalent and supporting multiple team members is a plus.
Strong organizational, administrative, customer service, interpersonal, and project management skills.
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars
iMIS or other association database experience a plus
Ability to work independently and as part of the team; flexible multi-tasking skills and ease at setting priorities and time-management.
About American Thyroid Association
The ATA is the leading organization devoted to thyroid biology and to the prevention and treatment of thyroid disease through excellence in research, clinical care, education, and public health.
The ATA’s values are scientific inquiry, clinical excellence, ethical conduct, public service, patient advocacy, education, worldwide collaboration and collegiality .