Administrative Coordinator, SBM

Executive Director, Inc.; Milwaukee (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Executive Director, Inc. in Milwaukee is seeking an entry-level administrative assistant to provide general support to SBM staff and volunteers.

The role focuses on email/voicemail monitoring, dues processing, invoicing, scheduling, and database management, with outreach to committees and programs. This is a full-time position with two onsite days per week (including Wednesday) at our downtown Milwaukee office, and some travel may be required.

Qualifications

• Outstanding interpersonal, organizational, and communications skills.
• Ability to manage multiple tasks with competing deadlines.
• Proficiency in Microsoft 365; CRM experience a plus.

Responsibilities

• Monitor the association’s info email and voicemail box.
• Process membership dues, Annual Meeting registrations, and program tuition payments.
• Process invoices and payments from vendors, ads, and purchase orders.
• Liaison to councils, committees, and working groups, including Organizational Partnerships Committee.
• Assist Senior Program Manager with nominations and applications to programs.
• Manage the membership database.
• Provide technical support to users of the association’s website.
• Schedule conference calls and maintain the shared calendar and contact groups.
• Other duties as assigned.

Skills

Interpersonal skills

Organizational skills

Communications

Education

Bachelor’s degree or equivalent

Tools

Microsoft 365

CRM / database experience

Job description

CLIENT ASSOCIATION(s):

Society of Behavioral Medicine, SBM

POSITION REPORTS TO:

Senior Program Manager, SBM

DIRECT REPORTS:

N/A

EMPLOYEE STATUS:

Non-Exempt, Full-time (37.5 hours per week)

ROLE TYPE/LEVEL:

Entry Level

COMPANY OVERVIEW:

Executive Director, Inc. (EDI) is a leading association management company providing counsel and management for nearly 40 national and global medical, health, scientific associations and certifying bodies. Founded in 1962, our experience is key to the success of our clients. Our ability to translate depth of knowledge into client success has led to EDI managing a portfolio of clients—ranging in size from 200 to 21,000 members and certificants and growing. Client budgets range from $250,000 to multiple clients with annual budgets in excess of $10 million dollars. Learn more here: https://www.execinc.com/about-edi

CLIENT/DEPARTMENT OVERVIEW:

Founded in 1978, the Society of Behavioral Medicine (SBM) is a non-profit organization that brings together multiple independent disciplines – from nursing, psychology, and medicine to public health – to provide new perspectives and progress on human behavior, health, and illness. SBM is the leading forum for more than 2,400 behavioral and biomedical researchers and clinicians to study the interactions and relationships between behavioral, physiological, and biochemical states, and morbidity and mortality. The many disciplines we represent (and all our members) are part of an exclusive interactive network for education and collaboration on common research – as well as having access to dialogue and exchange on the latest clinical and public policy concerns regarding prevention, diagnosis and treatment, rehabilitation, and health promotion.

JOB OVERVIEW:

Provides general administrative support to association staff and volunteers.

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week)

• Monitor the association’s info email and voicemail box.
• Process membership dues, Annual Meeting registrations, and program tuition payments.
• Process invoices and payments from outside vendors, website advertisements, and other purchase orders.
• Liaison to councils, committees, and working groups as assigned, including the Organizational Partnerships Committee.
• Assist Senior Program Manager with Achievement Award and Fellowship nominations, and applications to the Leadership Institute, Diversity Institute, and Early-Career Researcher Mentoring Program.
• Manage the association’s membership database.
• Provide technical support to users of the association’s website.
• Schedule conference calls and maintain the association’s shared calendar and contact groups.
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:

• Outstanding interpersonal, organizational, and communications skills.
• Ability to manage multiple tasks with competing deadlines.
• Proficiency in Microsoft 365.
• Experience with a CRM platform or similar database management tools a plus.

EDUCATION/EXPERIENCE:

Bachelor’s degree or equivalent experience preferred. Previous nonprofit management experience and/or familiarity with nonprofit boards of directors a plus.

TRAVEL REQUIRED:

1-2 weeks per year.

WORK ENVIRONMENT:

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

PHYSICAL REQUIREMENTS:

(lifting, packaging, etc.)

Minimal lifting up to 50 pounds may be required.

ADDITIONAL INFORMATION:

Some evening and weekend work may be required.