Client Services Coordinator: American Academy of Ophthalmology
| Company Name | American Academy of Ophthalmology |
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| Job Category | Non-Profit/Volunteer; Clerical/Administrative |
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| Location | San Francisco, CA |
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| Position Type | Full-Time, Employee |
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| Salary | $47,970 to $48,500 per year |
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| Experience | 2-5 Years Experience |
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| Desired Education Level | Bachelor's degree |
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| Travel Amount | Up to 25% |
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| Date Posted | November 10, 2009 (Reposted Jan 27) |
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| View American Academy of Ophthalmology profile and job listings |
About American Academy of Ophthalmology
The mission of the American Academy of Ophthalmology (AAO) is to
advance the lifelong learning and professional interests of
Ophthalmologists (Eye M.D.s) to ensure that the public can obtain the
best possible eye care. Headquartered in San Francisco, the Academy has
approximately 29,000 members worldwide and almost 200 employees.
About San Francisco Association Management Services
San
Francisco Association Management Services (SF AMS) is a full-service
association management company supporting associations in areas such as
operations, meetings, and governance. Founded in 1986, SF AMS is a
subsidiary of American Academy of Ophthalmology. The primary focus of
SF AMS is medical and healthcare organizations. SF AMS currently
manages nine nonprofits and also manages the San Francisco Matching
Program, a residency and fellowship matching service.
Job Summary
The Client Services Coordinator coordinates
implements and manages projects and operations for a non-profit client
of SF AMS. Successful
management will facilitate effective communication and successful joint
programs and projects between AMS and managed ophthalmic subspecialty
societies, and include the implementation of project logistics and
registration for volunteer leadership meetings. This position is
instrumental to AMS efforts to develop effective, cooperative and
collegial relationships with managed ophthalmic subspecialty societies
in furtherance of the Academy’s goal of maintaining unity within the
profession of ophthalmology.
The ideal candidate will have a strong administrative background from a
non-profit member organization with experience coordinating multiple
projects for clients, excellent verbal and written communication
skills, and proven customer service skills with professional clients.
Candidates must be able to work effectively in teams while also being
able to develop project plans and timelines to meet deadlines with
minimal supervision.
Responsibilities
Project Management
- Manage assigned client programs and projects and write related policies and procedures.
- Create and implement strategies for new projects and work flow improvement.
- Complete and maintain required documentation for client association continuing education records.
- Website content management – regularly monitor, update and maintain basic content that pertain to operations of the association.
Membership Management
- Initiate automated mailings for members: dues renewals, reminders, updates.
- Produce reports for meeting, membership and product inventory.
- Assist with production of membership directories.
- Assist with production of electronic newsletters and messages.
Database Management
- Manage multiple client databases simultaneously: enter and update
data, process payments/revenue for core functions - registration, dues,
products, record updates.
- Create databases for client projects.
- Lead membership dues and registration processing.
- Liaise with the I.T. and accounting department to troubleshoot and to implement new systems and procedures.
- Recommend strategies for improved processes and procedures.
- Write user policies and procedures for applicable modules.
Customer Relations
- Support customers/members by email, phone and in person.
- Research to provide accurate responses.
Meeting Support
- Support pre-meeting, onsite and post meeting activities as assigned.
- Manage onsite registration desk activities for assigned clients.
- Oversee timelines for speaker details/forms, logistics, reports, agendas.
- Write minutes for meetings as assigned.
- Manage processes for abstracts, grants, and awards.
- Oversee Program Planning Committee activities.
Skills and Requirements
- 3+ years of strong administrative experience which should include
client account coordination, coordination of multiple projects,
customer relations, database management, and meeting support.
Experience working with membership management in a non-profit
membership organization is highly preferred.
- Ability to plan, prioritize and implement assigned projects with
minimum supervision, reflecting a high level of initiative. Must be
able to manage multiple tasks and independently organize work to meet
deadlines.
- Experience with meeting and event oversight and planning including
preparation of materials, logistics, onsite coordination, and
interaction with hotel staff and AV vendors.
- Track record of working well in a collaborative team-oriented
environment, sharing information and meeting deadlines to contribute to
success of overall project.
- Ability to provide professional, accommodating and responsive
customer service, in writing, via telephone and in person to all groups
served by the department (i.e. Academy staff and leaders, committees,
ophthalmic society leaders and members).
- Ability to communicate (verbal/written) ideas, directions, and
information to others accurately, effectively and professionally.
Demonstrated skill in business writing, editing and proofreading with
high attention to detail and accuracy.
- Ability to facilitate interaction and problem resolution between ophthalmic societies and Academy staff and departments.
- Ability to interpret and implement instructions, and identify and solve problems as they arise.
- Proficient PC skills: Microsoft Office (Outlook, Word, Excel) and
Adobe Acrobat Professional. Must be willing to learn additional
computer software as needed including association management database
application.
- Experience creating reports using Excel and other reporting tools.
- Prefer experience setting up electronic surveys, listservs and email blasts.
- Basic computational and arithmetic skills.
- Travel required travel to 2-3 out-of-state meetings per year. Trip length ranges from 3 to 8 days and always involve a weekend.
- Bachelor Degree preferred.
Starting Salary
$47,970 - $48,500 + possible bonus + excellent full benefits package
which includes a yearly 401k contribution from AAO up to 10% of salary
To apply and find more information about the Academy, benefits and culture, visit http://aao.org/jobs
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