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American College of Surgeons · 11 hours ago

Member Services and Operations Coordinator

Chicago, IL

Full-time

Hybrid

Entry Level

$51K/yr - $55K/yr

1+ years exp

The American College of Surgeons is a professional organization dedicated to improving surgical practice and patient care. The Member Services and Operations Coordinator will support various projects requiring strong administrative skills and some experience in backend website projects.

Non-profit Organization Management

Responsibilities

Manage responses for the main line and 1-800 number

Respond to inquiries in the aast@aast.org inbox

Maintain a well-organized inventory of office supplies and event materials

Process and fulfill orders for the AAST store in accordance with established procedures

Submit the subscription lists for the •Journal of Trauma and Acute Care Surgery• to the publisher each month

Provide administrative support to the Associate Member Council Administrator, including:

Scheduling Zoom meetings for AMC committees and the executive board

Perform administrative tasks as needed

Assist the R&E Fund Manager with year-end tax letters and upload auction payments to the AMS accounting section following established guidelines

Respond to requests for confirmation of payments for dues, donations, store purchases, LMS access, etc

Update and maintain AAST website content using the organization’s content management system, including front-end pages and approved back-end components

Serve as the primary point of contact to receive and coordinate staff requests for web updates or digital support; escalate requests as needed

Update approved content on requested pages to ensure information remains current, accurate, and consistent

Help develop and keep digital forms up to date

Maintain the association management system (AMS) and apply updates according to established procedures and staff direction

Maintain the accuracy of the online directory in collaboration with the Membership Committee Staff Liaison and committee leadership

Prepare standard and ad hoc reports using existing data and templates, as requested

Coordinate with staff and marketing to support visibility of programs on the website, including scheduled homepage updates

Learn and understand the AAST’s learning management system (LMS) to assist the Education Manager/Education Coordinator

Grant access to members and non-members based on approved requests

Upload the monthly •Journal of Trauma and Acute Care Surgery• CME courses

Assist with the CME process for the Annual Meeting and handle questions afterward

Pull monthly CME listings and forward them to the accreditor for ABS upload

Assist with uploading and setting up educational activities using established processes

Staff on three committees: Geriatric, Prevention, and Patient Assessment

Coordinate Zoom calls for committees, subcommittees, and staff, and arrange in-person meetings when available

Keep the project tracker updated or take notes for each committee

Assist staff with Grand Rounds when Education leadership cannot attend

Track committee action items and follow up with assigned stakeholders to support progress; escalate issues as appropriate

Supports the Communications Committee Liaison by developing and maintaining the AAST Master Committee Calendar, coordinating updates from committee liaisons, tracking initiatives and deadlines, and preparing clear summaries for planning and reporting

Participate in the Annual Meeting and follow the assigned schedule

Provide logistical support for the Stop the Falls event, including planning calls, coordination of volunteers, vendors, materials, and follow-up, under the direction of senior staff

Maintain and update the Annual Meeting pages on the AAST website

Provide logistical support for virtual or hybrid sessions

Proof materials as needed

Assist the Senior Manager with packing and unpacking meeting materials

Provide staffing support for sessions and activities as needed

Assist the Senior Manager with administrative aspects of the scholarship process

Requirements are reviewed and updated annually

Prepare reports using existing data as needed

Schedule Zoom calls as needed

Send confirmation emails using approved templates

Coordinate logistical support for award ceremonies

Write articles for •Cutting Edge• following editorial guidance

Maintain organized digital records

Maintain communication with recipients to support compliance with award requirements and escalate concerns as appropriate

Collaborate with the R&E Fund Manager to compile summary information for leadership and donors

Serve as an on-site staff representative at conferences, sharing approved information about AAST and its journals with attendees and vendors

Qualification

Administrative skillsWebsite content managementLearning Management System (LMS)Microsoft OfficeGoogle SuiteCommunication skillsOrganizational skillsAttention to detail

Required

Associates degree or higher from an accredited college or university is preferred

At least 1 year of administrative and customer service experience is preferred

Strong communication skills (both verbal and written), including professional email and document drafting are required

Strong working knowledge of Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and Google Suite, and a willingness to learn new systems

Strong organizational skills and attention to detail are essential

Must be able to travel (usually involving 2-4 trips or 15-20 days annually). AAST's Annual Meeting takes place in September each year, and it is required that this position attends the entire week (seven days)