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SalaryAdministrative Coordinator
CLIENT ASSOCIATION: Hematology/Oncology Pharmacy Association, HOPA
REPORTS TO: Director of Membership
DIRECT REPORTS: None
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Non-Exempt (37.5 hours/week)
GENERAL SUMMARY
Reporting to the Director of Membership, the Administrative Coordinator supports the membership and strategic partnerships teams through communications, ensuring accurate records and database reports, processing of payments, distribution of new member materials, schedule management, meeting logistics, supporting partnership development, maintaining partnership databases, and providing administrative support for the various committees, projects, and programs.
POSITION RESPONSIBILITIES (Minimum 37.5 hours/week)
- Membership (50%)
- Provide first-line information for general society inquiries via phone and email accounts
- Coordinate the processing of new member applications including the creation and distribution of welcome packets
- Coordinate annual dues invoicing processes including database turnover, website updates and regular distribution of invoices
- Maintain accurate paper and electronic files (including, but not limited to shared project files, membership database records and other project management tools)
- Coordinate data entry for all new activity codes, lists and all database additions
- Effectively communicate with staff the nuances of the membership database importance for new data input and maintenance of appropriate reports
- Ensure timely and accurate content updates of the website in areas of responsibility
- Assist in the coordination of the committee turnover process working with staff liaisons and ensuring activities are properly entered into the database
- Assist with the awards process including collection of nomination information, working with support departments for technological needs, and reporting to appropriate staff and volunteer leaders of status
- Coordinate an annual review of the clients GDPR processes/procedures
- Partnerships (50%)
- General administrative support of initiatives as needed including scheduling of meetings, preparing agendas, taking meeting minutes, assisting with report creation, and tracking action items and project timelines.
- Assist with partnership contracts including tracking agreements, payments, and invoicing
- Maintain a database about existing and potential partners, including contact details, partnership details, and performance metrics
- Process payments for external organizational memberships, external collaboration projects, and other projects
- Provide communication support with existing partners
- Assist with planning partner events and meetings
- Other duties as assigned
EDUCATION/EXPERIENCE REQUIRED:
- Education – Two-year degree required, bachelor's degree preferred
- Qualifications – Outstanding interpersonal, organizational and communications skills. Computer proficiency and ability to manage and prioritize multiple projects and timelines. Acute attention to detail and high accuracy on outputs. Willing to take initiative and ownership of tasks without constant supervision.
- Able to work successfully in a team environment
- Proficient in Windows, MS Word and MS Excel. Experience with MS PowerPoint, Smartsheet, MS Teams, and iMIS a plus
- Previous association management experience, experience working with partnerships, and familiarity with nonprofit boards of directors a plus
OTHER REQUIREMENTS:
- Travel of up to 1 week per year
- Some evening and weekend work as needed
- Occasional lifting, up to 50 pounds
- 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.
