The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.
Summary: Provide effective coordination and general assistance for American College of Surgeons (ACS) Committee on Trauma (COT) activities within the administrative team. Deliver valued customer service to all COT constituents. Assist with general membership program support; effectively document and track membership, participation, and expense related information; and contribute to effective communication to internal and external parties. Participate in and support the administrative planning and coordination of COT-related meetings and exhibit participation, including travel tracking and arrangements; inventory management and preparation for exhibit materials; meeting communication through different tactics; customer support; and general reporting. Additional responsibilities include general project and administrative support as needed for COT Programs, the Executive Committee programs, and to the Administrative and Medical Directors, in-house staff, and others.
This exempt position will report to the Program Manager, Trauma Meeting Logistics in the Division of Research and Optimal Patient Care.
COT and RCOT Membership Administration: Provide support to the Trauma Administrative Program Managers, the COT Membership Committee, and the Regional Committees on Trauma as requested. Assist with general membership program activities; effectively document and track nominations, membership, participation, and expense related information; and contribute to effective communication to internal and external parties. Support the annual recruitment of new members for both the COT and METS programs, working with nominees, committee members, staff, and ACS departments as appropriate. Help with engagement activities and programs including the Future Trauma Leaders and the Resident Trauma Papers Competition.
Customer Service & Committee Support: Provide primary phone coverage and customer support for the Trauma Programs office. Deliver valued customer service to all COT constituents by coordinating timely and appropriate responses to member, affiliate organization, and other requests for information received by phone, email, mail, or in-person interactions. Assist with the planning and dissemination of effective communications regarding member engagement and meeting logistics. Help facilitate VIP arrangements and provide on-site support at COT meetings, including logistics facilitation, note taking, etc. Support the coordination of liaison members/organizational relationships as requested.
Quality Operations and Program Development: Provide support for all COT meeting related activities, including VIP management, volunteer expense forms, vendor correspondence, preparing invoices for review, documentation of meeting expenses, travel, audio-visual, food & beverage, and exhibits. Support the Administrative Director, including the scheduling of meetings, conferences calls, and travel when appropriate, to further Executive Committee and other related COT or College activities. Assist with documentation of operational procedures and training materials. Order and keep an inventory of supplies, prepare and order plaques, awards, and certificates as needed.
Data Management & Reporting: Contribute to overall reporting for meetings and events to provide a historical year-over-year picture of participation and requirements. Track staff and volunteer travel and participation in meetings. Help maintain official the COT events calendar. Assist the administrative trauma teams with accurate data management and tracking projects as requested. Aid in the maintenance of various databases and perform data entry as needed to maintain accurate and comprehensive member and program information.
Coordination and Support of Administrative Planning for COT Meetings and Exhibits: Support the COT Logistics Team with the planning and execution of logistics for the Committee on Trauma’s major annual meetings. Help host internal and external meetings as requested by providing meet and greet, registration, and food and beverage service support. Assist Logistics and Finance Teams with member, liaison, and staff travel planning and tracking. Coordinate the planning and execution for COT's presence as an exhibitor at internal and external meetings. Maintain inventories, work with program teams for appropriate collateral, pack and manage exhibit material shipments.
Contribute enthusiastically to an environment of continual performance improvement, team collaboration and service to improve care of the injured patient, executed in accordance with the ACS values. Seek and promote areas of integration and alignment within Trauma Programs and across ACS activities. Pursue and welcome opportunities for evolution of responsibilities and growth in position. Create and maintain written organizational processes and procedures in support of all projects and activities handled in this program area.
Other duties as assigned.
Required Education and/or Experience:
Bachelor’s degree from an accredited college or university required; training in project management a plus.
2+ years’ experience in association management or in a professional corporate or non-profit environment preferred.
Administrative and/or customer service experience desired.
Excellent communication skills (both verbal and written) required.
Capable of providing excellent customer service.
Attention to detail and organizational skills.
Must be able to multi-task.
Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint).
Display high level of energy and thrive in a fast-paced environment.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Occasional evening or weekend duties may be required. Moderate travel (i.e., quarterly) for activities such as out of town meetings is required.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to firstname.lastname@example.org or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.