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Program Coordinator, AIM - Washington, United States - The American College of Obstetricians and Gynecologists
Description
Overview:
The Program Coordinator assists program staff in day-to-day administrative operations of assigned program to achieve deliverables and project objectives. Provide support with project planning, invoice management, scheduling, travel arrangements, event planning and other activities.
Responsibilities: Support the efforts of the team by collaborating with staff.
Perform administrative duties, including responding to phone and email inquiries, processing daily mail and coordinating special mailing and distributions, and assisting with travel arrangements.
Schedule staff meetings, reserve meeting rooms, and develop meeting agendas.
Monitor inventory and request departmental office supplies, as needed.
Provide phone and email coverage for department staff and program accounts; monitor and appropriately distribute departmental email and other inquiries.
Draft and distribute correspondence, reports, and meeting minutes.
Monitor department email account. Triage, respond to, and/or forward emails.
Support programs social media accounts and web presence in collaboration with program staff, as directed.
Maintain department databases, rosters, and distribution lists.
Prepare, process, and log all department invoices as well as staff and volunteer reimbursement requests; review grant expenditure reports, as requested.
Provide logistical support for trainings, workshops, exhibits, and other events within scheduled deadlines, including but not limited to prepare, distribute, and order relevant materials and/or equipment; prepare and monitor packages for shipment to and from meetings, exhibits, and sites; reserve and arrange meeting space; and manage audio, visual and catering arrangements.
Prepare and monitor timelines and checklists for meeting logistics and follow-up.
Create and distribute meeting notices, forms, and all other meeting-related communications and materials.
Provide excellent customer service to all internal and external inquiries. Communicate tactfully, diplomatically, and with discretion with a variety of stakeholders from various backgrounds, educational levels, experience, and interests.
Provide support and regular updates, advising leadership of potential problems.
Submit and monitor internal tickets to coordinate and maintain department website content.
Troubleshoot miscellaneous technical difficulties and facilitate assistance when needed from ACOG IT staff.
Manages electronic files and tracking systems to ensure compliances with ACOG policies and best practices.
Assist in development, distribution and promotion of program materials and respond to member and public request for materials.
Perform other duties as assigned.
High School Diploma required.
Minimum of 1 year of experience in an office support setting.
Previous website content management or other social media experience preferred but may not be required depending on the specific program.
Invoice processing experience and understanding of billing practices preferred.
Strong interpersonal and oral and writing communication skills.
Strong attention to detail.
Ability to effectively plan and organize work.
Strong computer skills including proficiency in Microsoft Office Suite and familiarity with Adobe Acrobat Reader.
Ability to travel, sometimes overnight and for several days.
Home to more than 61,000 health care professionals, the American College of Obstetricians and Gynecologists (ACOG) is a membership organization leading advancement to improve the lives of all people seeking obstetric and gynecologic care, their families, and communities. When you become part of the ACOG team, your part of an organization that values communicating evidence-based, peer-reviewed information about womens health to members and the general public. ACOG supports its members by maintaining authoritative clinical guidance, providing continuing medical education resources, patient education materials and more. Together with our members, we are working to transform the future of health by delivering a compelling member experience, supporting the ob-gyn profession, and advocating for improved health for all people seeking obstetric and gynecologic care, their families, and communities.
Our Perks
Paid Parental Leave Breastfeeding Friendly Workplace Flexible work schedule Commuting Allowance Generous Paid Time Off Holiday Pay Life Insurance Community Volunteering Opportunities Generous 401(k) Company Contributions Medical, Dental, and Vision Insurance Learning Opportunities and Tuition Reimbursement Company-Sponsored Team Outings and more
ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.
