ACOG National Office

Program Assistant

US-DC
Job ID
2017-1193
Category
Administrative/Clerical
Type
Regular Full-Time
Grant Funded
No

Overview

American College of Obstetricians and Gynecologists (ACOG) is the premier not-for-profit organization for women’s health care.  Comprised of over 58,000 physician-members who are experts in women’s health care, ACOG provides to its members the highest quality education opportunities, practice-oriented resources, research, advocacy, and organizational support.  With headquarters located in S.W. Washington, DC, we provide a positive, supportive work environment, excellent benefits and so much more! To learn more about our organization, please visit us at www.acog.org.

 

The College is currently seeking a Program Assistant to provide program support to the Senior Director of Practice Activities-Gynecology, Director of Practice Bulletins-Obstetrics, Director of Practice Bulletins-Gynecology, and Managers, Work Groups and Task Forces, and related committees, task forces and work groups in the Practice Activities Division.

Responsibilities

  • Provide administrative support, including but not limited to: transcribe, proofread, finalize and distribute correspondence and meeting minutes; maintain subject files; maintain record of monthly honoraria disbursements; copy correspondence and documents; coordinate mailings
  • Update and maintain Practice Division database to track document development division-wide. With other Practice staff, identify elements for inclusion or refinement in the database to facilitate document tracking and report generation for internal and external distribution, as needed. Maintain currency of Practice Bulletins documents’ status in the database for development, review and publication
  • Provide assistance for meetings, including: issue meeting notices; maintain meeting roster; work with the Meetings department to coordinate hotel and travel arrangements for members; assemble and distribute paper and electronic agenda materials; arrange for meeting space, group dinners and catering; arrange audiovisual or other meeting needs; provide support (copying, revision of documents, etc.) during meetings; develop preliminary draft of meeting minutes
  • Assist with coordinating document development, including tracking manuscript development and notifying authors and Committee members of upcoming deadlines. Work with the Legal department to coordinate contracts for authors; Track and maintain countersigned contracts and disclosure information for authors; Prepare and distribute monthly progress reports of documents; maintain document files. Prepare manuscripts for publication including manuscript formatting, preparing submission form and memo; and distributing final manuscripts
  • Prepare and distribute committee documents for review; coordinate committee or Task Force, work group, Clinical Document Review Panel, and Executive Board e-mail manuscript review; maintain lists of current members of each review body; gather and compile review responses
  • Provide administrative support for grants, task forces, work groups and other special projects including meeting and travel arrangements (see 3 above) and document assistance (see 4 and 5 above). Prepare materials for mass mailings
  • Schedule and arrange conference calls for committee, task force, and work group meetings as needed.  Coordinate availability of members and staff, assemble and distribute materials, and assist with IT interface as needed
  • Provide telephone coverage, respond to inquiries or refer calls as necessary; provide back-up telephone and administrative coverage for Division Vice President’s executive assistant; arrange conference calls; share telephone coverage with other support staff as needed; share work load with other support staff as needed

Qualifications

  • Good written and oral communication skills

  • Knowledge of computers, including Windows, MS Office applications, including Access, and Adobe Acrobat

  • Excellent spelling and proofreading skills; ability to work with others, to meet deadlines and to handle a diverse work load

  • Demonstrated ability to set own priorities, to follow through on assignments without supervision, to show good judgment and attention to detail

  • Flexibility to work on several projects at once

  • Good telephone manner and ability to relate well to a variety of people

  • Bachelors degree required; Minimum of two to three years office experience

  • Experience with healthcare issues and medical terminology preferred; Database experience preferred

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