Non-Profit Administrative Manager, WGO

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Non-Profit Administrative Manager

CLIENT ASSOCIATION: World Gastroenterology Organization (WGO)

POSITION REPORTS TO: Executive Director, WGO


EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours/week)


The World Gastroenterology Organization (WGO) is a federation of 119 member societies, representing over 60,000 members globally. WGO focuses on the improvement of standards in training, education, and the practice of Gastroenterology, Hepatology and other related disciplines worldwide.

This position provides executive-level administrative support to the Executive Director and volunteer leadership with little or no direction and requires a high level of responsibility while exercising discretion and sound independent judgment in performing assigned tasks. The candidate is responsible for the development and management of WGO programs, committees and other educational activities as needed.

POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):

Responsibilities include, but are not limited to:


  • Support the Executive Director and volunteer leadership by assisting with the coordination of, but not limited to, the creation of reports, agendas, minutes, timelines, action plans, correspondence and other presentation materials for the Executive Committee meetings;
  • Draft letters, correspondence, and other materials for approval by the Executive Director with little direction;
  • Serve as the Nominations Liaison and manage the nominations process for WGO biannually;
  • Oversee WGO administrative procedures, including processing credit card statements, invoices, cash sheets, check requests, travel and reimbursement requests for leadership and invited speakers;
  • Serve as lead planner for smaller annual committee meetings at DDW and World Congress for leadership (annual retreat, leadership meetings, industry meetings, collaborations, etc.).
  • Assist the Executive Director in implementing the Strategic Plan developed by the Board of Directors.
  • Monitor the WGO email inbox and respond to inquiries as needed;
  • Manage, coordinate, and implement all aspects related to the merchandise store, including database set up and management (through iMIS or other registration vendor), form processing, payment collection and reporting, and confirmation distribution;
  • Manage the WGO Academy digital library and other online educational programs as assigned, including development of concept proposals, communication with experts, developing budgets, setting timelines, collecting paperwork from experts, and analyzing the success of programs;
  • Collaborate with internal support services departments (WS, IS, TS, CS, Mail, Accounting) as needed for WGO projects;
  • Serve as a resource on administrative functions and procedures for staff;
  • Develop and maintain administrative timelines in consultation with the Executive Director;
  • Create and oversee management of WGO Masters awards and Named Lectures at World Congress;


  • Communicate with related organizations, vendors, and various committee and members on a regular basis;
  • Serve as staff liaison to the Young Members Committee and Emerging Leaders Mentorship Program, including scheduling meetings, preparing meeting minutes, assisting with correspondence and projects, and other tasks as needed;
  • Maintain accurate reports and evaluations for educational activities;
  • Serve as staff liaison to other WGO committees;
  • Coordinate content with the Communications Manager and/or appropriate staff for distribution of program-related broadcast emails, this includes creation of promotional materials for design, print and website advertising;
  • Other duties as assigned.


Approximately up to 2 weeks per year, domestic and/or international. Some early morning, evening and weekend work may be required.


  • Bachelor’s degree preferred or 3-5 years professional experience
  • Must meet deadlines, adaptable and have excellent organizational, oral and written communication and proofreading skills.
  • Strong interpersonal skills; self-motivated; able to work independently and with a team; ability to manage multiple projects and prioritize varied assignments.
  • Computer proficiency, including MS Office, email software and Zoom.
  • Proficiency in a second language, previous association management experience and/or familiarity working with nonprofit boards of directors a plus.

*This position is located in downtown Milwaukee, WI and a minimum of two days onsite in the office 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.)

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