Administrative Chapter Division & Section Program Manager
CLIENT ASSOCIATION(s): American Academy of Emergency Medicine (AAEM)
POSITION REPORTS TO: Sr. Administrative, Policy and Advocacy Manager
DIRECT REPORTS: None
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Mid-Level (Non-Supervisory)
COMPANY OVERVIEW:
Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients—ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: www.execinc.com/about-edi
CLIENT/DEPARTMENT OVERVIEW:
AAEM was established in 1993 to promote fair and equitable practice environments necessary to allow emergency physicians to deliver the highest quality of patient care.
For over 30 years, AAEM has been a leader in protecting board certification in emergency medicine and confronting the harmful influence of the corporate practice of medicine. We support fair and equitable practice environments that allow emergency physicians to deliver the highest quality of patient care.
GENERAL SUMMARY
Position manages all aspects related to the Chapter Divisions and Sections of the Academy. Ideal candidate will have impeccable communication skills, a high attention to detail, and is organized and adaptable to changing needs. Position also will be responsible for managing other administrative duties as assigned.
POSITION RESPONSIBILITIES
- Provide responsive and professional customer service for all inquiries received via the main phone line and email accounts, addressing topics such as membership, invoicing, access to member benefits, event registration, refunds, and other related services.
- Ready to assist with membership renewal language to Chapter Divisions and Sections.
- Assist with financial tasks, including invoice tracking, expense reports, credit card reconciliations, and coding payments.
- Maintain accurate member records in the iMIS database, including but not limited to activity records, organizational charts, committee rosters and listservs. Ensuring precise data entry and updates; generate and retrieve reports as needed, and collaborate with internal teams to modify data fields, troubleshoot issues, and support general data management tasks.
- Serve as staff liaison to assigned entities by coordinating meetings, taking minutes, and assisting with projects as needed.
- Serve as the conduit for the staff liaisons and Academy’s Chapter Divisions and Sections leaders to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, planning of events, and other presentation materials.
- Communicate organizational needs of Chapters;
- Prepare planning timelines and administer scheduled projects, programs and activities for Chapter Divisions and Sections;
- Manage the registration process for Chapter Division and Sections related events;
- Work closely with Senior Administrative, Policy and Advocacy Manager on live events and webinars.
- Collaborate with the staff to complete the nomination process on an annual basis for each Chapter Division and Section.
- Assist staff with member questions related the formation of new Chapter Divisions and Sections as requested.
- Work with internal departments (IS, TS, CS, Mail, Accounting, etc.) as needed for AAEM projects.
- Prepare and edit correspondence, communications, presentations and other documents.
- Travel and assist onsite at the annually held Scientific Assembly.
- Other duties as assigned.
BUSINESS NEEDS & TRAVEL REQUIRED:
Some early morning, evening, and weekend work may be required. Travel will be approximately two to three weeks per year.
EDUCATION/EXPERIENCE REQUIRED:
Bachelor’s degree preferred. Proficient in Windows, MS Word and MS Excel. Experience with MS PowerPoint, and iMIS and/or MS Access a plus. Oral, written, organizational and proofreading skills essential.
PHYSICAL REQUIREMENTS: (example – lifting, packaging, etc.)
Occasional lifting of up to 50 pounds may be required.
WORK ENVIRONMENT:
This is a full-time position located in our office 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.