Association Management Administrator

Breathe Project; Pittsburgh (Allegheny County); Hybrid; USD 28,000 - 32,000; Part time

Benefits offered by this job

Free parking

Hybrid schedule

Local travel to events

Job summary

Allegheny County Medical Society (ACMS) is seeking an Association Management Administrator (Part-Time) to support the Vice President, Association Management with membership tracking, scheduling, correspondence, and event coordination. The busiest period runs September through April with overlapping client events.

The role emphasizes organization, reliability, and behind-the-scenes work, with a hybrid schedule and occasional local travel. Prior association experience is helpful but not required.

Qualifications

• Strong attention to detail and a track record of accurate work on deadline.
• Ability to manage several tasks at once, especially during a busy season.
• Clear, professional written and phone communication.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Comfort working with physicians, volunteers, and vendors.

Responsibilities

• Schedule and coordinate board meetings, committee calls, and site visits.
• Prepare correspondence, mailings, newsletters, and printed materials.
• Support event registration and keep attendee records current.
• Reach out to speakers by email and phone to confirm details and collect CME materials.
• Manage dues, renewal schedules, invoices, and payment tracking for client societies.
• Coordinate the membership application process from applications to approved members.
• Assist with conference planning and on-site event logistics.
• Handle setup and registration at client events.

Skills

Attention to detail

Multitasking

Professional communication

MS Office proficiency

Interpersonal with physicians/volunte

Tools

Microsoft Office Suite

Wild Apricot

Job description

Association Management Administrator (Part-Time)

Reports to: Vice President, Association Management

Status: Part-time, hourly, non-exempt

Hours: 20-25 hours per week with heavier weeks September through April

Pay: $20 to $23 per hour, based on experience

About ACMS & Association Management Services

The Allegheny County Medical Society (ACMS) is one of Pennsylvania’s leading county medical societies, dedicated to supporting physicians, advancing the practice of medicine, and strengthening the healthcare community. Based in Pittsburgh, ACMS brings physicians together through advocacy, education, professional networking, and community engagement.

Beyond our core membership services, ACMS provides professional association management and administrative support to a growing portfolio of medical specialty societies and healthcare organizations across Pennsylvania. Our team works behind the scenes to keep these organizations running smoothly, managing everything from membership and board operations to educational conferences, continuing medical education (CME), and special events.

As our association management services continue to grow, we're expanding our team to provide the personalized, dependable support our partner organizations have come to expect.

About the Role

This position supports our Vice President, Association Management with the hands-on administrative and event work that keeps those clients running smoothly:membership tracking, scheduling, correspondence, registration, speaker and CME coordination, and day-of event logistics.

The busiest stretch runs September through April, when conference planning, logistics, membership renewals and the conferences themselves all take place and several client events overlap. This is a great fit for someone organized and dependable who enjoys behind-the-scenes work. Association experience is welcome but not required.

What You'll Do

Client Association Support

Pittsburgh Ophthalmology Society, American College of Surgeons Southwestern PA Chapter, PA Geriatrics Society Western Division, Chandler Grant Glaucoma Society, and Montgomery County Medical Society

• Schedule and coordinate board meetings, committee calls, and site visits
• Prepare correspondence, mailings, newsletters, and printed materials
• Support event registration and keep attendee records current
• Reach out to speakers by email and phone to confirm details and collect CME materials

Membership Services

• Support the Vice President, Association Management with dues for client societies, including renewal schedules, invoices, and payment tracking
• Send renewal notices and follow up on unpaid dues
• Coordinate the membership application process, from receiving applications to entering approved members
• Answering membership questions from members and prospective members
• Keep membership records accurate and up to date using the societies database.

Events and Conferences

• Support conference planning for the annual PAGS-WD Clinical Update and the Wound Care Symposium, including course director communication, speaker and CME coordination, venue and vendor logistics, and on-site administration
• Assist with creating and managing event registration pages and attendee lists, and answer registrant questions
• Prepare name badges, signage, and day-of materials
• Staff registration and help with setup and check-in at client events.

Other Duties

• Take on additional projects for ACMS or the ACMS Foundation as needed, prioritized by the Vice President, Association Management
• Work occasional early mornings or evenings around meetings and events

What You Bring

Required

• Strong attention to detail and a track record of accurate work on deadline
• Ability to manage several tasks at once, especially during a busy season
• Clear, professional written and phone communication
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Comfort working with physicians, volunteers, and vendors

Preferred

• Experience in administrative support, event planning, or customer service
• Background with a nonprofit, professional society, or healthcare organization
• Familiarity with CME conferences, membership databases, or registration platforms such as Wild Apricot

Work Environment

• Hybrid schedule, with in-office days set in coordination with your supervisor
• Occasional local travel and on-site work at events
• Ability to lift up to 20 pounds

Benefits

This is a part-time position. Employees accrue paid sick leave under the City of Pittsburgh Paid Sick Days Act. Part-time staff are not eligible for ACMS health, retirement, or paid time off benefits, except as required by law.

Parking is free at our North Side office location.