The American Association for Anatomy (AAA) is a small international membership organization, with 2,500 biomedical researchers and educators specializing in the structural foundation of health and disease. AAA connects gross anatomists, neuroscientists, developmental biologists, physical anthropologists, cell biologists, physical therapists, and others to advance anatomy through research, education, and professional development.
AAA is seeking an experienced Operations Specialist to provide high-level support for the executive director and Board of Directors as well as support for other organizational projects, as necessary. This is a trusted and critical support role to the executive director. Some travel required.
Major Duties and Responsibilities:
Serve as the administrative liaison between the executive director and the Board of Directors
Communicate, as appropriate, with all levels of volunteer leadership, especially the Board of Directors
Maintain up-to-date Board rosters via the database and their Anatomy Connected private online community
Manage the Board briefing book development process including assembling all documentation, collecting committee and other representative reports as necessary
Prepare Board meeting minutes for review by the executive director
Ensure volunteers are properly notified, in a timely manner, of meeting arrangements and expectations
Coordinate Board meetings logistics including collecting participant travel itineraries
Coordinate new Board and Committee Chair orientations
Coordinate all meetings and conference calls for the executive director
Provide administrative support for annual and regional meetings
Arrange travel plans, itineraries, and compile documents for travel related meetings
Execute office and team tasks as needed (e.g., logistical support for events, database input, record keeping, ordering supplies)
Support the financial integrity of the organization by accurately processing payables, receivables, credit card reconciliations, check deposits, wire transfers, expense reimbursements along with supporting financial documentation, and related activities
Develop administrative office budget and monitor financial statements for tracking expenditures
Coordinates annual financial audit preparation
Skills and Qualifications:
The ideal candidate will have a welcoming demeanor, be collaborative, intellectually curious, detail-oriented, proactive, diligent, and flexible. Other key qualifications include:
3-5 years of operations experience in an association/nonprofit environment, preferred but not required
Customer service orientation
Strong Multi-tasking Skills
Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint)
Proficient in QuickBooks, financial acumen
Experience using association management systems (AMS) such as iMIS Cloud, highly desired
Self-motivated with ability to work under pressure
Discretion and professionalism in assisting executive director and Board members
Excellent oral and written communication skills including grammar, spelling, and proofreading
Salary and Benefits
This is a full-time, non-exempt position with a salary range of $65K - $70K. This position has room for growth, given the organization’s new initiatives. Exceptional benefits including professional development opportunities, 403-B retirement, paid holidays, annual and sick leave, medical, dental and vision insurance, life insurance, short- and long-term disability, and free parking are offered. AAA is conveniently located in Rockville, Maryland, walking distance to Metro and on major bus lines. Free shuttle from office building to North Bethesda Metro.
AAA has an established hybrid work policy that currently includes two full days of work onsite in Rockville, Maryland. This is subject to change at any time.
AAA is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
FASEB is made up of 28 societies, representing more than 115,000 researchers from around the world. Our members are scientific societies that share a common vision for the advancement of research and education in biological and biomedical sciences.