The American College of Surgeons is a professional organization dedicated to improving surgical practice and patient care. The Member Services and Operations Coordinator will support various projects requiring strong administrative skills and some experience in backend website projects.
Responsibilities
- Manage responses for the main line and 1-800 number
- Respond to inquiries in the [email protected] inbox
- Maintain a well-organized inventory of office supplies and event materials
- Process and fulfill orders for the AAST store in accordance with established procedures
- Submit the subscription lists for the •Journal of Trauma and Acute Care Surgery• to the publisher each month
- Provide administrative support to the Associate Member Council Administrator, including:
- Scheduling Zoom meetings for AMC committees and the executive board
- Perform administrative tasks as needed
- Assist the R&E Fund Manager with year-end tax letters and upload auction payments to the AMS accounting section following established guidelines
- Respond to requests for confirmation of payments for dues, donations, store purchases, LMS access, etc
- Update and maintain AAST website content using the organization’s content management system, including front-end pages and approved back-end components
- Serve as the primary point of contact to receive and coordinate staff requests for web updates or digital support; escalate requests as needed
- Update approved content on requested pages to ensure information remains current, accurate, and consistent
- Help develop and keep digital forms up to date
- Maintain the association management system (AMS) and apply updates according to established procedures and staff direction
- Maintain the accuracy of the online directory in collaboration with the Membership Committee Staff Liaison and committee leadership
- Prepare standard and ad hoc reports using existing data and templates, as requested
- Coordinate with staff and marketing to support visibility of programs on the website, including scheduled homepage updates
- Learn and understand the AAST’s learning management system (LMS) to assist the Education Manager/Education Coordinator
- Grant access to members and non-members based on approved requests
- Upload the monthly •Journal of Trauma and Acute Care Surgery• CME courses
- Assist with the CME process for the Annual Meeting and handle questions afterward
- Pull monthly CME listings and forward them to the accreditor for ABS upload
- Assist with uploading and setting up educational activities using established processes
- Staff on three committees: Geriatric, Prevention, and Patient Assessment
- Coordinate Zoom calls for committees, subcommittees, and staff, and arrange in-person meetings when available
- Keep the project tracker updated or take notes for each committee
- Assist staff with Grand Rounds when Education leadership cannot attend
- Track committee action items and follow up with assigned stakeholders to support progress; escalate issues as appropriate
- Supports the Communications Committee Liaison by developing and maintaining the AAST Master Committee Calendar, coordinating updates from committee liaisons, tracking initiatives and deadlines, and preparing clear summaries for planning and reporting
- Participate in the Annual Meeting and follow the assigned schedule
- Provide logistical support for the Stop the Falls event, including planning calls, coordination of volunteers, vendors, materials, and follow-up, under the direction of senior staff
- Maintain and update the Annual Meeting pages on the AAST website
- Provide logistical support for virtual or hybrid sessions
- Proof materials as needed
- Assist the Senior Manager with packing and unpacking meeting materials
- Provide staffing support for sessions and activities as needed
- Assist the Senior Manager with administrative aspects of the scholarship process
- Requirements are reviewed and updated annually
- Prepare reports using existing data as needed
- Schedule Zoom calls as needed
- Send confirmation emails using approved templates
- Coordinate logistical support for award ceremonies
- Write articles for •Cutting Edge• following editorial guidance
- Maintain organized digital records
- Maintain communication with recipients to support compliance with award requirements and escalate concerns as appropriate
- Collaborate with the R&E Fund Manager to compile summary information for leadership and donors
- Serve as an on-site staff representative at conferences, sharing approved information about AAST and its journals with attendees and vendors
Skills
- Associates degree or higher from an accredited college or university is preferred
- At least 1 year of administrative and customer service experience is preferred
- Strong communication skills (both verbal and written), including professional email and document drafting are required
- Strong working knowledge of Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and Google Suite, and a willingness to learn new systems
- Strong organizational skills and attention to detail are essential
- Must be able to travel (usually involving 2-4 trips or 15-20 days annually). AAST's Annual Meeting takes place in September each year, and it is required that this position attends the entire week (seven days)
Benefits
- Vacation, personal, and sick hours including 13 paid holidays per year
- Tuition Reimbursement
- Medical—comprehensive coverage through BlueCross BlueShield
- Dental, Vision, and Prescription drug program
- 403(b) Matching Program
- Pension Plan
- Flexible Spending Medical/Dependent Care
- Employee Assistance Program
- Short Term/Long Term Disability
- Life Insurance
- Domestic Partner Coverage
Company Overview
American College of Surgeons is dedicated to improving the care of the surgical patient and to safeguarding standards. It was founded in 1912, and is headquartered in Chicago, Illinois, USA, with a workforce of 201-500 employees. Its website is https://www.facs.org.
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