The American Association for Thoracic Surgery (AATS) is an international organization of over 1,400 of the world's foremost cardiothoracic surgeons representing 36 countries. Founded in 1917, its members have a proven record of distinction within the specialty and have made significant contributions to the care and treatment of patients with cardiothoracic disease throughout the world. The AATS and its Foundation (Foundation) strive to achieve the AATS mission of Promoting Scholarship, Innovation, and Leadership in Thoracic and Cardiovascular Surgery while holding to the AATS core values of Leadership, Scholarship, Mentoring, Excellence in Patient Care, Integrity and Professionalism.
This position will support the AATS Leadership, Executive Director, and Associate Director of Administration.
In 2017 the AATS moved to self-management after many years of outsourcing to an association management company. It is now in the final stages of building its own dedicated team of ~20 professionals to provide previously centralized services. The Administration team coordinates the day-to-day governance operations of the AATS and its Foundation and serves as the primary liaison between the AATS Council (Board of Directors)/Foundation/Executive Director and the various governing committees and working groups. The position requires both management and administrative responsibilities. Applicants should possess strong analytical, organizational, interpersonal and demonstrated customer service skills.
Duties and Responsibilities
Management responsibilities include:
Assisting the Director of Administration with implementing new and existing programs and policies of the organization
Coordination and staffing of Council and major committee meetings, including where necessary site identification, set-up, notifying members, preparation of agenda and assembly of all required materials
Serving as primary contact for specific Committee Chairs.
Full management and oversight of the Association’s membership, including acting as the Association’s liaison for members and applicants, initiating the annual application process, conducting an assessment to insure all materials have been submitted in an accurate manner, creation and oversight of the Membership Committee’s grading process, and drafting of all notification and marketing materials.
Assisting with the identification of key issues to be addressed, onsite coordination, recording the minutes, and implementing all action items emanating from the meetings
Oversight and implementation of a number of AATS Foundation awards/scholarships
Coordination of activity at other society meetings, including arranging for and staffing exhibit booths, set up of organization meetings, and assisting meeting manager and marketing staff with deployment of all promotional materials
Liaison with related national and international society offices to coordinate reciprocal agreements
Oversight of annual dues collection process and ensuring that updated membership lists are provided to requesting parties
Administrative responsibilities include:
Ensuring adherence to organization timelines for Annual Meeting, Council meetings, committee initiatives, and annual membership review
Preparation of all scripts for Annual Meeting events including Member Business Meetings
Coordination with meetings team to organize all administrative materials required for Meetings
Drafting correspondence as required for Officers, Committees, and the Executive Director
Preparation and coordination of invitations for relevant events at the Annual Meeting and/or interim meetings
Preparation of detailed itineraries for President, President-Elect, Secretary, and Treasurer for the Annual Meeting
Oversight of all officer and committee rosters, updating of all rosters following each Annual Meeting
Preparation of post-annual meeting correspondence Coordination and organization of conference calls
Periodic review of AATS and Foundation websites to assure they are current
Delegation and oversight of administrative duties to support staff including coordination of conference calls, blast e-mails, faxes, etc.
Professional Experience and Qualifications/Key Attributes
The successful candidate must have at least 3 years of experience in an administrative role and must be able to demonstrate his/her ability to work with colleagues across a broad range of activities. Skills required include:
Ability to multi-task essential
Strong proofreading and editing skills
Thoroughness, and attention to detail
Excellent oral and written communications
Demonstrated ability to learn and use computer-based programs
Ability to work independently in a fast-paced environment with inflexible deadlines and manage diverse projects simultaneously
An ability to communicate clearly with a wide range of others, including conference organizers, designers, freelancers, colleagues at the AATS, and, of course, surgeons
Full Microsoft Office Suite
Travel 3-6 times per year is required. Previous experience with non-profit organizations and/or medical associations preferred.
About American Association for Thoracic Surgery
The American Association for Thoracic Surgery is an international organization of over 1,300 of the world's foremost cardiothoracic surgeons representing 41 countries. Founded in 1917, its members have a proven record of distinction within the specialty and have made significant contributions to the care and treatment of cardiothoracic disease throughout the world.
The mission of the AATS has evolved since its founding a 101 years ago to its present goal to Promote Scholarship, Innovation, and Leadership in Thoracic and Cardiovascular Surgery. Its leadership and its members aspire to emulate the motto: "A Century of Modeling Excellence" while holding to the AATS core values of Leadership, Education, Research and Innovation, Excellence in Patient Care, and Mentoring.