Accounting, Administrative, Clerical, Support, Customer Service and Support
2 Year Degree
This is a non-exempt, full-time position, responsible for office management, internal operational support and providing administrative support to the Executive Director. This position requires an organized individual with the ability to multi-task with an aptitude for a high level of customer service.
Key Relationships: Executive Director, Secretary-Treasurer, Board of Directors, Director of Marketing and Communications, Members, Staff, Accounting Firm, Building Management, Technology Services Partner.
Essential Duties and Responsibilities
General Support for the Executive Director: Serve as assistant to the Executive Director.
Board of Directors: Update Board pages when terms begin; manage SDPA Board leadership calendar; manage Board leaders travel arrangements; schedule committee and Board calls on behalf of Executive Director; distribute agendas and supporting materials.
Nominations Committee: Collects all materials from nominees, verifies membership and completes submission files; maintain and update all governance documents; special projects as assigned by the Executive Director.
Financial Management: Accounts payable; responsible for coordinating accounting functions with accounting firm, including coding and processing accounts payable according to SDPA policies and procedures; reconciliation of administrative and corporate travel card; codes and deposits manual checks; coordinates all payments requiring Treasurer approval; monthly cash transaction report; Board financial paperwork (Corporate resolution, 990 materials, signatory cards); manage files pertaining to legal records, tax records, leases and confidential corporate files.
Headquarters Operations Management: Responsible for the administration of the headquarters office, including service providers for equipment (VOIP and computers), facilities (building management, cleaning services), office supplies and maintenance, plus general support services. Manage filing system (file server and hard copies; manuals, bylaws, minutes). Manages general voicemail box and general email box.
Maintain shipping and postal accounts with UPS, FedEx and USPS; coordinate all shipping and receiving for office; works with IT provider to set up new e-mails and licenses; coordinates all new staff on-boarding office needs; manages PTO scheduling needs for all staff team members; annual office purging and archiving; support for team members working remotely as needed.
Local Event Planning: Manages all in-office and building conference room logistics for staff meetings; plans and orders meals for staff meetings and Holiday party; ensures payment and reconciles payment.
Conferences: Manages funded travel list for corporate travel agent and meeting services team; orders all onsite supplies including SDPA booth; coordinates packing for conferences; coordinates Board/VIP amenities; orders awards/plaques; orders Board/Staff badges and onsite apparel.
Miscellaneous: collect and files employee forms as required; assists Executive Director with Employee Recognition program administration; project management as assigned.
Three years comprehensive office management experience, association management experience preferred.
Associates Degree in Business Administration or a related field is desired.
Superior organizational and data entry skills.
Ability to effectively communicate ideas, concepts and specific instructions.
Excellent written and verbal communication skills and the ability to interact with a widely diverse professional membership audience.
Strong staff administrative and interpersonal skills.
Strong Microsoft Office skills: Word, Excel, PowerPoint, Outlook. Experience with Google Drive also preferred.
Ability to learn new software; YourMembership AMS experience preferred.
Ability to effectively interact and collaborate with individuals, service providers and organizations to achieve the organization's goals.
Strong professional demeanor and commitment to sound ethics and high levels of integrity.
Additional Salary Information: Health, dental, vision and 401K.
About Society of Dermatology Physician Assistants
The Society of Dermatology Physician Assistants (SDPA), founded in 1994, is a 501c6 non-profit professional organization composed of members who provide medical services with the collaboration of a board-certified dermatologist. With 3,500 members, the SDPA is committed to advancing the care of patients through the education and empowerment of dermatology PAs. For more information, visit dermpa.org or follow the SDPA on Facebook, Twitter (@dermPA), Instagram (@derm_pa) and LinkedIn.