Somerset CPAs
  • American Association of Orthopaedic Executives
  • Indianapolis, IN, USA
  • Full Time

ABOUT AMERICAN ASSOCIATION OF ORTHOPAEDIC EXECUTIVES:

The American Association of Orthopaedic Executives (AAOE) is an organization dedicated to providing education and resources to orthopaedic practice executives and their staff members. Our vision is to set the standard for knowledge and insight as it relates to orthopaedic practice management while fostering credibility that is universally recognized. AAOE's mission is to be the premier management association serving orthopaedic practice executives and to provide unmatched peer to peer networking and educational excellence. Our goal is to set the standard for knowledge and insight as it relates to orthopaedic practice management.

GENERAL SUMMARY:

Performs a wide variety of detailed and complex administrative tasks with minimum guidance.  Supports committees to carry out their stated initiatives and projects.  Assist in coordinating the onsite registration at Annual Conference.  Provides onsite support at assigned meetings and courses.  Ability to organize and prioritize a wide variety of tasks.

DUTIES AND RESPONSIBILITIES:

1.  Provides support to the Executive Director

  • Provide administrative support to the Executive Director, including receiving and routing correspondence, preparing correspondence, either composing and sending replies or preparing drafts for supervisor; copying, routing and filing invoices.
  • Maintains Executive Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Assist in expense reporting.

2.  Provides support and guidance to leadership

  • Supports assigned committees.  Prepare agendas with leadership input; arrange and communicate the meetings; collect, collate and distribute agenda materials; draft, distribute, and archive meeting minutes/ official business/ status reports; ensure follow-up on all action items.
  • Collect information for inclusion in reports when necessary; maintain effective communications and relations with leadership.
  • Establish and maintain appropriate files, including updates to membership listings in databases and meeting rosters.

3.  Provides support at registration for the Annual Conference

  • Assists the Meetings Coordinator with on-site registration.
  • Assists in developing, collating and distributing on-site registration materials and procedures.
  • Assists with the packing and unpacking for meetings, including lifting boxes.

4.  Coordinate member volunteer programs and products

  • Manage the Board of Directors Elections Process
  • Develop, write, and send calls for elections council members.
  • Develop, write, and send calls for nominations and applications.
  • Manage the process of collecting materials and the member voting process.

5.  Provides support/back-up for webinars

  • Manage logistics for webinar marketing including coordinating dry runs and collecting all necessary materials such as photos, bios, course descriptions, contact information and so on.
  • Monitor and track registrations.
  • Monitor and track applications for webinar sponsorships and webinar speakers.
  • Set up webinar in member software and webinar software.
  • Act as moderator when Education and Meetings Manager is unavailable.
  • Update combined webinar report/webinar progress report.
  • Manage the Live Learning Center uploads.
  • Obtain quizzes from speakers and upload to the Live Learning Center.
  • Obtain speaker agreements.
  • Track invoicing and payments of sponsors.
  • Manage all confirmation and follow-up emails.

6.  Conduct other duties as needed or assigned

  • Provides administrative coordination as requested to facilitate department projects and activities.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing orders for supplies; verifying receipt of supplies.
  • Contributes to team effort by accomplishing related results as needed.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Prepare reports by collecting and analyzing information.
  • Prepares confidential and special reports as directed.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Proposes timelines, procedures, and schedules for projects as assigned for Executive Director's approval.
  • Provide support, as requested by Executive Director, to facilitate projects and activities within the society.
  • Contributes to team effort by accomplishing related results as needed.
  • Prepare confidential and special reports as directed.
  • Perform all other job related duties as required or assigned.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • 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. 

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. 

TRAVEL:  Approximately 8 days/year

QUALIFICATIONS:            

Required:                    

  • High School Diploma or equivalent plus 2 years or more of college, or 2-3 years in an administrative position or other office support position.
  • Proficient in Microsoft Office.
  • Excellent member service mentality and delivery; effective verbal and written communications; strong organization and interpersonal skills. 
  • 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.

Desired:                   

  • Undergraduate degree
  • Association experience



This position has been closed and is no longer available.
Somerset CPAs

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