The American College of Pediatricians (ACPeds) is seeking an Executive Administrative Assistant. The ACPeds is a national medical association of licensed physicians and healthcare professionals who specialize in the care of infants, children, and adolescents. It was founded by a group of concerned physicians who saw the need for a pediatric organization that would not be influenced by the politically-driven pronouncements of the day. The mission of the ACPeds is to enable all children to reach their optimal physical and emotional health and well-being. The ACPeds is committed to fulfilling its mission by producing sound policy, based upon the best available research, to assist parents and to influence society in the endeavor of childrearing.
The Executive Administrative Assistant functions as the organizational hub of the College and works closely with the Executive Director and Board of Directors (BOD). Applicants must be self-starters, flexible, dependable, and disciplined enough to work from home. The position is full-time, salaried, and works from home. One or two conference calls per month may take place as early as 7am ET. On occasion there may be conference calls as late as 8pm ET. The Board of Directors meets quarterly, twice a year remotely and twice in-person. The Executive Administrator arranges and helps facilitate these meetings, including assisting with preparing the Board's agenda and taking minutes. The in-person BOD meeting is usually in Atlanta, but as often as once a year or every other year it meets concurrently with the Association of Pro-Life Obstetricians and Gynecologists for a National Conference at other locations around the country. In-person BOD meetings are usually Friday evening through Saturday early afternoon. Travel and lodging expenses will be covered.
*Answers phone or checks phone messages and responds every two to three hours during office hours (9:00 AM to 5:00 PM Eastern Time, Monday through Friday)
*Monitors the College's email in-box and forwards emails to appropriate persons with the College
*Visits USPS mailbox weekly, and local bank as needed to make deposits
*Creates Zoom or GoTo Meeting schedules and invites
*Compiles minutes of staff meetings and occasionally Committee meetings
*Creates and analyzes surveys as needed
*Manages membership matters, including:
-Processing applications: sending out, receiving, and entering data into database
-Manages dues renewal. Works closely with Membership Committee to send reminders
-Process dues payments and donations: Entering payment data, sending receipts, and updating Membership role
-Monitors enrollment and membership issues
*Manages basics of finance.
-Receives money sent to the College: checks, online payments, etc
-Sends financial data to the accountant to be entered into online QuickBooks
-May post data to QuickBooks if capable
*Works with Communications consultant assisting with press releases, member communications and coordinating interviews among other things.
*Coordinates and attends two weekly administrative meetings (60 min each)
*Coordinates and attends monthly evening pro-life council meeting, currently fourth Thursday
*Facilitates quarterly BOD meetings, two virtual and two in-person, as described above.
*Associate Degree or two years of college plus a minimum of five years of work experience in an administrative setting.
*A work space within the home large enough to accommodate a desk, computer and, a printer
*Ability to sit and/or stand for extended periods of me.
*Ability to lift 15 lbs.
*Good command of the English language and the ability to communicate via email and/or phone.
*Knowledge of and proficient in using all Microsoft applications such as Word, Excel and PowerPoint.
*Knowledge of Google Workspace and Zoom.
*Knowledge of website management is helpful.
*Knowledge of Quickbooks is helpful.
While this position is with a virtual office and work from home, applicants will need to live in either the Atlanta, Gainesville, or Minneapolis/St. Paul area in order to meet occasionally face to face with the Executive Director and other Board Members