Position Title: Administrative Manager
Societies: ALL, with a focus on APS, ASBC, SSP, ISD
Reports To: Board Manager
Primary Objective of the Position:
Will primarily work with the leadership of four of the eight scientific associations including the American Phytopathological Society (APS), American Society of Brewing Chemists (ASBC), Society of Sensory Professionals (SSP), and the International Society of Differentiation (ISD). The position supports a broad array of communication with and work on behalf of the boards and other leadership committees, including elections and other governance related administrative duties, prepares materials for key leadership meetings, takes meeting minutes and distributes minutes post meeting, coordinates efforts for key award/election programs and communications.
Major Areas of Accountability:
Society Leadership Administration:
- Function as the key administrative resource for the association leadership, performing a wide variety of administrative duties for governance related activities including organizational bylaws, structure, archives and procedures; maintain electronic filing systems; coordinate administrative committee appointment process; prepare and modify documents including correspondence, reports, drafts, memos, Society Update presentations, pull rosters and send broadcast emails.
- Support the Board Relations Manager, VP of Operations, and Executive Vice President in preparation of agendas and materials for council/board meetings (internal and external), handle correspondence, post and track meeting content, research information as required, draft memos, letters or reports and coordinate completion within the assigned deadline.
- Assist and support the the VP of Operations with ASBC Board of Directors, APS Public Policy Board and APHIS Committees.
- Serve as a staff liaison to the APS Subject Matter/General Policy Committee and coordinate appointment process for Chair/Vice Chair and ensure accurate record of position terms and rosters in database and on the website are accurate.
- Maintain schedules and calendars for the Association leadership, handle logistics for conference calls and in-person council/board meetings (internal and external) including hotel accommodations, off-site dinners, transportation, audiovisual, shipping, invoice reconciliation, onsite logistics (room set-up, catering, signage, special requests, managing attendance lists, and working with travel agency to arrange group and individual travel).
- Assist the Board Relations Manager in the Association’s honorary awards/officer recognition/foundation and travel awards.
- Coordinate all board/council committee meetings as well as awards and officer nomination/election programs, from logistics to communications plans and implementation:
- In collaboration with the meetings department, plan and execute special events related to board/council activity held during the annual meetings/conferences.
- Execute the officer nomination and election processes with the assistance of appropriate volunteers and staff for all organizations.
- Manage the high priority and highly visible ASBC Research Council and the Cereals & Grains Research Council to support the sponsorship goals, encourage research funding submissions, manage the funding approval process and notifications to recipients, manage the collections of the mid-year and final reports from grantees, and work with appropriate staff to secure sponsorships each year for the grant program.
- Maintain first-rate customer service as the front-line contact to the association leadership and members. Enhance support and service by responding to customer needs in a timely and efficient manner.
- Perform a wide range of administrative and office support activities to facilitate the efficient operation of the organizations and staff activities.
- Effectively query the database and prepare member data reports for demographic trends and historical comparisons; as well as accounting reports (fiscal year membership/subscriptions, etc.) for operational requirements. (ASBC, SSP and ISD)
- Ensure online membership key information is accurately pulling dynamic data from iMIS for member utilization. (ASBC, SSP and ISD)
- Coordinate member pricing for ASBC, SSP and ISD, tracking yearly updates and distributing rates to all required staff; evaluate member database and member materials for pricing accuracy and consistency.
- Manage ASBC, SSP and ISD membership application and renewal processes, seeking improvements through increased technology as feasible.
- Perform necessary month end procedures related to membership processing.
Supervision of Others
- Minimum of 3-4 years office and database management experience, preferably in a non-profit organization.
- An understanding of membership management processes and software. Experience with iMIS is a big advantage.
- Experience in managing volunteer committees, agendas, scheduling and meeting minutes also very helpful.
- Excellent written/verbal communication skills, strong attention to detail/editing skills, excellent project management techniques, and advanced computer skills with PowerPoint, Word and Excel and SharePoint.
- Ability to coordinate and administer multi-faceted programs and projects; multi-task and work independently and efficiently under deadline; maintain quality focus, work effectively with and gain input from various audiences.
- Proactive and positive contributor, willing to operate in a fast-paced environment, and be motivated for results.
- Positive customer service attitude a must.
Requirement of Employment
All Scientific Societies employees must be fully vaccinated against COVID-19 and provide proof of vaccination upon the official acceptance of any offer of employment. Boosters will also be required for all those eligible as you may be required to enter the office or meet with other employees in person as a condition of this employment.
Why Scientific Societies?
We offer remote hybrid work schedules, excellent health, dental and vision insurance programs, matching retirement benefits, 37.5-hour work weeks with ½ day Fridays during the summer months, 10 holidays a year plus sick time that accrues. Scientific Societies also invests in their staff with professional development opportunities, leave time and a flexible work culture.
Interested candidates should submit a resume and cover letter documenting qualifications EEO/AA employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, or national origin.