Are you detail oriented and interested in governance administration? Do you enjoy and have experience overseeing calendar management? Do you want to create value by delivering exemplary member service? Do you want to apply your skills on behalf of a highly respected medical specialty society? Are you looking for the right opportunity to contribute in a meaningful way? Would you like to work with a smart, collaborative, and committed team in a fully virtual environment? Are you interested in working part-time?
If the answer is yes to the above, this position may be right for you!
The American Society of Colon and Rectal Surgeons (ASCRS) is seeking an experienced Administrative Specialist for this part-time position, working 20 hours per week. We are searching for a motivated professional with a minimum of 3-4 years of administrative experience, preferably in a medical/health care association or other membership organization. The position requires a versatile professional who is well organized and a self-starter. You can address/resolve sometimes complex or sensitive issues quickly and with discretion, using a clear, thoughtful manner and “member first” service perspective. The Specialist will interact daily with ASCRS member leaders and staff colleagues and should have a strong sense of ownership and accountability.
Who is ASCRS?
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents more than 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. We provide members the opportunity to network and attend educational sessions to hone their skills and expand their contacts. For more information about our organization please visit us at www.fascrs.org.
What is the Opportunity?
Reporting to the Sr. Manager, Operations and Administration, the Administrative Specialist supports Society governance administration. The Specialist works directly with the Executive Director, members of the Executive Council, Executive Committee, and committee members. The Specialist will develop strong, trusted relationships with staff in all departments to support their administrative work.
Calendar Management: Working with the Sr. Manager, Operations and Administration and the Executive Director, directly support calendar management for the chief staff officer. Efficiently and effectively manage scheduling requests to include:
Annual scheduling of individual staff meetings, leadership team meetings, and all-staff meetings. Be proactive in reviewing the Executive Director’s calendar for possible meeting conflicts.
Society Member leadership meetings, including but not limited to meetings of the ASCRS Executive Council and Executive Committee, Committee and Task Force meetings, Past President Quarterly calls, the “Three President Meetings,” quarterly calls with the Treasurer, and Research Foundation President calls. Note that ASCRS member leaders are busy surgeons with full schedules – frequently resulting in the need to be creative in identifying meeting times that work for all.
Scheduling with external groups, including the legal counsel and other vendor partners.
Committee and Task Force support: Provide support for Society committees and task forces staffed by the Executive Director and the Sr. Manager, including meeting scheduling, and distribution of meeting materials.
Committee Member Orientation: In coordination with Executive Director and the Sr. Manager, provide support for annual new committee member orientation. Schedule the sessions, complete updates to the committee manual and distribute the post-webinar survey results.
Annual Business Meeting: Assist the Sr. Manager with preparations for this highly visible once-a-year meeting. Communicate with member presenters and take on related tasks as needed.
Document Retention: Assist the Sr. Manager with document retention requirements, including regular review of long-term hard copy document storage and related electronic files.
Back-up for Governance Specialist: Provide occasional back-up for the Governance Specialist as requested by the Director, Research Foundation and Governance, for Research Foundation scheduling, expense reimbursements and general assistance.
General Support: Time permitting, provide general assistance to the Sr. Manager for additional projects or tasks as requested.
BA/BS degree or equivalent experience, and a minimum of 3-4 years of experience supporting association or other governance function, preferably in a medical/health care association or other membership organization.
Experience working remotely, within a small team environment wearing multiple hats.
Experience working with physicians preferred.
Strong collaboration skills with staff and members at all levels. You demonstrate leadership qualities including empathy and accountability, that you draw on to form strong relationships with colleagues, members, and external stakeholders.
Keen sense of discretion and confidentiality.
Clear and concise communications, orally and in writing.
Exceptional attention to detail, highly organized with the ability to learn quickly, prioritize, and manage multiple projects.
Ability to work efficiently with a high degree of autonomy and meet tight deadlines.
Hands on experience and comfort working with iMIS EMS or other similar membership management platforms.
Proficiency in the use of Microsoft Office and the Office 365 environment, particularly Word, Excel, and PowerPoint.
Direct experience with Zoom, Survey Monkey, PowerPoint, NitroPro/Adobe Pro and Meeting Scheduling Platforms.
Ability to travel up to 10 days annually to attend in-person staff retreats and provide support for the Annual Scientific Meeting as budgeted.
What's in it for you?
Hourly Range: $23 - $29
100% virtual office/work at home with reimbursement stipend.
Office equipment including laptop, docking station, two desk monitors, all-in-one printer, and peripherals.
401(K) plan with employer match
Employee Assistance Program
Caregiver Support Program
Wellbeing Resources on MarketPlace Perks at Work
Insperity Training and Development
Generous PTO, 10 paid holidays and paid office closure at end of year.
Support for continuing education including group membership in ASAE, CMSS and more.
Opportunity for increased compensation in subsequent years based on success in the role.
The American Society of Colon and Rectal Surgeons (ASCRS) is an Equal Opportunity Employer.
About American Society of Colon and Rectal Surgeons
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents approximately 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. Visit us at www.fascrs.org.