Administrative Coordinator, Clinical Affairs and Practice Guidelines

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The Infectious Diseases Society of America (IDSA) is a great place to work!  IDSA has a highly competitive benefits package, generous paid vacation and sick leave, flexible scheduling and telecommuting program, is located two blocks from the metro, and has a free gym onsite for all employees.

Department: Clinical Affairs and Practice Guidelines

Reports To: Vice President, Clinical Affairs and Practice Guidelines

FLSA Classification: Non-Exempt 

Position Overview 

The Administrative Coordinator provides administrative support to the Vice President and departmental staff, coordinating activities and processes to help meet the goals of the department. 

Essential Responsibilities 

·         Provide administrative support to the Vice President including calendar and scheduling management, travel arrangements, expense reporting, meeting coordination and preparation, presentation materials, copying, faxing, and shipments

·         Provide departmental support including assistance with conference call scheduling, meeting preparation, journal subscriptions management, and other special project coordination duties as assigned by Vice President

·         Handle logistical planning and execution for departmental meetings and activities, including meetings related to IDWeek and committee/workgroup meetings. This responsibility includes coordinating travel and lodging needs, limited meeting planning activities, and general logistics as needed.

·         Coordinate budget development, expense monitoring, and invoice coding and processing

·         Assist in maintaining Clinical Affairs & Guidelines Department content on the IDSA website, ensuring timely review, finalization and posting of documents

·         Coordinate duties across multiple departments including new hire onboarding; assist in revenue budget and projections; SharePoint drive organization; and new IDSA-wide system implementations

·         Plan and identify opportunities to improve processes for departmental activities including budget development, new hire onboarding, meeting coordination, and other areas as identified by the Vice President

·         Responsibly use IDSA funds to purchase office supplies, staff and volunteer travel, accommodations, local ground transportation, catering, meals, and other internal and external meeting and event expenses

·         Compose and distribute routine correspondence including business communications and meeting notes in a timely manner

·         Support timely response by the Clinical Affairs & Guidelines Department to organizational deadlines

·         Keep Vice President well informed of status of activities 

Other Responsibilities 

·         Other duties as assigned 

Minimum Qualifications and Experience 

·         Bachelor’s degree

·         Prior experience in relevant position within a medical society desired 

Required Skills 

·         Detail-oriented and strong organizational skills with an ability to support multiple assignments with competing deadlines

·         Solid communication skills, both verbal and written

·         Solid computer skills (Word, Excel, PowerPoint)

·         Diplomacy and professionalism in interacting with members and leadership

·         Sound critical thinking skills

·         Sound problem-solving and decision-making skills

The ideal candidate is a hardworking team player who can remain flexible to switch gears depending on priorities.

Please submit a cover letter and resume for consideration.

We are an equal opportunity employer.  All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Location: Arlington, VA

Location: Arlington, VA
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