Administrative Specialist, Accreditation

JOB SUMMARY

This individual is responsible for fulfilling all administrative functions for the AOA’s Accreditation Department and providing administrative support to the Commission on Osteopathic College Accreditation’s (COCA) leadership. This individual will also serve as the Accreditation staff leadership’s liaison with AOA Executive Team and other AOA departments.

Administrative functions include, but are not limited to, calendar management for the VP of Accreditation and COCA Secretary, coordination, support and management of meetings, submission of expense reimbursements for the department and COCA leadership (including Commissioners and evaluators).

Operational meeting support activities include scheduling, preparation and dissemination of agendas, presentation, compiling meeting materials, meeting notes and minutes, and COCA Action Letters.

KEY RESPONSIBILITIES INCLUDE:

• Communicate with, and provide customer service to, external and internal stakeholders.
• Manage all COCA and EC meeting planning including coordinating meeting logistics with AOA Meetings Department, creating roster of attendees, sending save-the-date emails and calendar invitations, and working with COCA Chair, Vice-Chair, VP of Accreditation and Director of Policy and Data Analytics, as needed, to develop agendas and materials.
• Compile meeting materials, take meeting notes, track deliverables, disseminate COCA Action Letters.
• Draft meeting minutes for review by VP of Accreditation and/or Director of Policy and Data Analytics prior to submitting to the COCA, or COCA executive committee, for approval.
• Coordinate all logistics and needed technology associated with virtual meetings.
• Coordinate with AOA’s meetings team for the planning, budgeting, and onsite execution of all in-person meetings.
• Manage weekly Accreditation staff meeting including soliciting and synthesizing departmental priorities into agenda circulated to team 24 hours in advance and updating the Departments running task list and workplan as needed
• Serve as the primary contact and coordinator for logistics associated with external presentations and meetings.
• Assist staff with formatting documents, updating Web sites, and generation of PowerPoint presentations, graphs, and charts.
• Prepare PowerPoint presentations, as needed, consistent with AOA’s approved format and COCA branding.
• Process all department invoices from site visits, COCA meetings, training workshops, etc.
• Assist AVP Operations with annual dues billing, application fees, and site visit invoices.
• Monitor department’s predoc@osteopathic.org emails and department general phone line, triaging to appropriate Accreditation staff member as needed.
• Assist with department activities and events such as lunches, celebrations, and department meetings, which contribute to the development of a positive, collaborative working environment.

MINIMUM QUALIFICATIONS

Education: Bachelor’s degree or relevant experience.

Experience:

• 5 years experience working in an administrative role supporting senior leaders and a department of up to 10
• Experience with healthcare associations or institutions of higher education is a plus.
• Knowledge of association management, accreditation, and/or medical education helpful.

Special Skills:

• Project and time management are essential, as well as exceptional aptitude with computer programs and software.
• Experience with collecting, organizing, and reporting financial data.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, SharePoint, PowerPoint, and Access).
• Attention to detail
• Must be a team player, detail oriented, have strong organizational skills and can prioritize and multi-task.
• Experience with meeting planning
• Excellent interpersonal skills.

Communications:

• Exceptional oral and written communication skills required.
• Professionalism and accuracy in all verbal and written communications.

WORK HOURS AND TRAVEL

• Ability to work occasional extended hours (weekends and evenings) as needed.
• Potential for occasional travel outside of Chicago

WORKING ENVIRONMENT AND PHYSICAL DEMAND

This is a hybrid position requiring physical presence in the office a minimum of two days per week.

Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

American Osteopathic Association is unable to sponsor work visas at this time.