Job Description

This is a hybrid position requiring physical presence in the office a minimum of two days (Tuesday and Wednesday) each week.

JOB SUMMARY

This individual is responsible for fulfilling all administrative functions for the AOA’s Accreditation Department and providing administrative support to the Commission on Osteopathic College Accreditation’s (COCA) .

Administrative functions include but are not limited to support and management of meetings, assistance with the development and organization of meeting materials, disseminating correspondence to Commissioners and COMs, submission of expense reimbursements for the department and COCA leadership (including Commissioners and evaluators), managing the departmental calendar, and facilitating website updates.

KEY RESPONSIBILITIES INCLUDE:

• Communicate with, and provide customer service to, external and internal stakeholders.
• Manage all COCA and EC meeting planning including coordinating meeting logistics with the AOA Meetings Department, creating a roster of attendees, sending save-the-date emails and calendar invitations, and working with COCA Chair, Vice-Chair, COCA Secretary and Director of Policy and Data Analytics, as needed, to develop agendas and materials.
• Manage scheduling assistance tools such as surveys or Doodle polls.
• Compile meeting materials, take meeting notes, track deliverables, disseminate COCA Action Letters.
• Draft meeting minutes for review by VP of Accreditation Standards prior to submitting to the COCA, or COCA executive committee, for approval.
• Coordinate all logistics and needed technology associated with virtual meetings.
• Coordinate with AOA’s meetings team for the planning, budgeting, and onsite execution of all in-person meetings.
• Serve as primary liaison to AOA Executive Team to request and confirm AOA CEO’s and/or Board President’s attendance and participation at COCA meetings.
• Serve as the primary liaison to external parties invited to present at COCA meetings.
• Manage weekly Accreditation staff meetings, including soliciting and synthesizing departmental priorities into an agenda circulated to team 24 hours in advance, and updating the Department’s running task list and workplan as needed
• Serve as the primary contact and coordinator for logistics associated with external stakeholder presentations and meetings.
• Assist staff with formatting documents and generating PowerPoint presentations, graphs, and charts, always consistent with AOA’s approved format and COCA branding.
• Process expense reimbursement forms for COCA staff, Commissioners, and site visit evaluators.
• Monitor the department’s predoc@osteopathic.org emails and department general phone line, triaging to the appropriate Accreditation staff member as needed.
• Assist with department activities and events such as lunches, celebrations, and department meetings, which contribute to the development of a positive, collaborative working environment.

MINIMUM QUALIFICATIONS

Education:

• Bachelor’s degree or relevant experience.

Experience:

• Three - five years’ experience working as an Executive Assistant or Administration Specialist supporting senior leaders and a busy department with multiple ongoing projects.
• Experience with associations or institutions of higher education is a plus.
• Knowledge of association management, accreditation, and/or medical education helpful.

Special Skills :

• Project and time management are essential
• Exceptional aptitude with computer programs and software. Proficient with Microsoft Office Suite (Word, Excel, Outlook, SharePoint, PowerPoint, and Access).
• Experience with meeting planning.
• Experience with expense report processing.
• Demonstrated exemplary attention to detail.
• Must be a team player and have experience working in a collaborative environment,
• Must be detail oriented, have strong organizational skills and be able to prioritize and multi-task.
• Ability to work at some extended hours (occassional weekend/evening meetings).

Communications:

• Excellent interpersonal skills.
• Exceptional oral and written communication skills required.
• Professionalism and accuracy in all verbal and written communications required

WORKING ENVIRONMENT AND PHYSICAL DEMAND

Normal office environment

Hybrid - must be in office on Tuesday and Wednesday each week.

Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

American Osteopathic Association is unable to sponsor work visas at this time.

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