Assistant Director of Administration
CLIENT ASSOCIATION: Society for Clinical Ultrasound Fellowships, SCUF
POSITION REPORTS TO: Executive Director, SCUF
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)
GENERAL SUMMARY:
Closely monitors client activities providing important decision-making information to client Executive Director and society leadership. Provides professional direction and support to client activities, projects, meetings, and campaigns in coordination with Executive Director.
POSITION RESPONSIBILITIES: (Minimum of 37.5 hours/week):
Responsibilities include, but are not limited to:
- Administrative
- Maintain administrative files and archives for SCUF according to record retention policies.
- Prepare and distribute letterhead, purchase general office supplies.
- Coordinate use of legal counsel as directed by the Board.
- Monitor and respond to correspondence in the general SCUF email inbox (info@eusfellowships.com).
- Provide administrative staff leadership that ensures accountability for projects and initiatives developed and/or approved by the Board.
- Board of Directors/Executive Committee
- Implement and maintain platform such as Smartsheet to help coordinate Board/EC activities and maintain transparency of operations.
- Provide meeting and logistical arrangements for the Board and/or EC meetings at the Annual Meeting and throughout the year.
- Receive items from the Board/EC and prepare an agenda in conjunction with the President with relevant background materials for each meeting, to be sent to the Board/EC 5 working days in advance of the meetings.
- Attend all Board/EC meetings and participate, as needed.
- Finalize, distribute, and maintain repository of the minutes of all Board & Executive Committee meetings.
- Tracking of Board and Executive Committee action items.
- Maintain tracking of Board members’ contact information, positions, and terms of service.
- Update the website on a regular basis and as appropriate with Board changes and members.
- Collect and track Board Conflict of Interest Disclosures.
- Set up, distribute, and manage online elections.
- Membership & Communications
- Maintain and update computer-based membership database.
- Prepare, distribute, and process in a timely fashion annual membership dues notices and program fee invoices.
- Respond to inquiries regarding the status of membership and program fee payments.
- Draft and distribute blast emails to the SCUF membership.
- Maintain Listserv distribution lists and monitor listserv content.
- Develop and implement a marketing plan to recruit and retain SCUF Members and promote SCUF activities.
- Ensure that the website administrator regularly updates and maintains the website.
- Develop and implement a comprehensive plan for managing the transition of Fellows through the membership cycle from applicant to Fellow to Full Member.
- Annual Meeting
- Coordinate plans and provide staffing for on-site registration.
- Print name badges and provide appropriate rosters for the various meeting events.
- Order on-site registration-related supplies (badge holders, lanyards, office supplies, signage)
- Provide regular registration pace reports.
- Monitor budget and pay appropriate bills, send invoices, etc.
- Participate in Annual Meeting Planning calls to determine needs for registration.
- Negotiate hotel contract including acquiring concessions, such as complimentary suites, rooms, upgrades, commissions, etc.
- With respect to vendor/sponsor support:
- Create tracking document for Vendor/Sponsor payments.
- Process Vendor/Sponsor payments.
- Solicit corporate support and work with Finance and Annual Meeting Planning Committee to secure support for the meetings.
- Provide administrative support for logistical scheduling and physical arrangements for exhibitors.
- Coordinate registrations and agreements with exhibitors.
- Maintain and drive the annual meeting timeline.
- Finalize Annual Meeting Fees with SCUF leadership
- Logistics support for shipping for Annual Meeting activities (example – US equipment)
- Coordinate and support SCUF Annual Meeting Volunteer Staff onsite.
- FAEMUS
- Verify membership status of applicants as needed.
- Provide applications to review committee.
- Send blast email to membership to encourage applications.
- Drafting and implementation of communication plan to encourage submissions.
- Program System Administration
- Set up and monitor system for submission of formal match process complaints.
- Maintain appropriate documentation of complaints received.
- Coordinate response to complaints received in accordance with the policies and procedures approved by the SCUF Board of Directors.
- Ensure timely completion of each step of the complaint resolution process.
AMOUNT OF TRAVEL REQUIRED:
Approximately 1-2 weeks per year. Some weekend and/or evening work may be required.
EDUCATION/EXPERIENCE REQUIRED:
Bachelor’s degree preferred; excellent organizational and communication skills; team player; ability to prioritize varied assignments and handle multiple projects; proficiency in Word, PowerPoint; knowledge of Excel, iMIS and Outlook.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Minimal lifting required – usually at meetings or while exhibiting. Ability to move quickly within meeting facilities.
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)