Operations Coordinator

Operations Coordinator

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Location : US-MD-Bethesda

ID : 2024-1048

Office : ASHP Foundation

Position Type : Full-Time

Overview

ASHP is an award-winning Association with a great mission. ASHP is the collective voice of pharmacists, representing more than 60,000 members.

ASHP has recently won awards for being a Top Workplace for our work culture which fosters learning, collaboration, and for being inclusive.

The Operations Coordinator provides administrative, logistical, and project support to the Director, the Foundation team, and the Chief Executive Officer (CEO).

Interacts extensively with the CEO, ASHP Foundation staff, members of the Board of Directors, donors, and high-level external constituents.

Manages logistical, operational, and administrative matters with maximum efficiency and limited supervision. Works independently on supporting executive travel and performs a wide range of complex and confidential projects and administrative duties.

Exercises judgment and initiative in routine matters, and discretion in the handling of confidential information.

This position will be based onsite in our Bethesda, MD office, and the employee in this role will be working in a hybrid environment, consistent with Association-wide ASHP policies applicable to HQ-based employees.

At ASHP, we consider skills, experience, and organizational needs in our compensation approach. The base salary for this position is $60,000-$67,500 and ASHP offers a comprehensive benefits plan.

You may view more details regarding our benefits on our careers page.

What You'll Be Doing

• Follows and creates well-defined instructions, policies, and standard operating procedures to perform a variety of complex and routine activities.
• Logistics : Utilizing strong relationships built with our travel agents, manages domestic and travel for the CEO, and resolves travel issues for the Board of Directors.

Develop processes that make executive travel more efficient and organized and ensure that the level of service meets our standards.

Serves as the primary point of contact for all logistical needs for travel of CEO, Board, and external guests and keeps detailed and organized records of CEO and Board travel.

• Projects : Manages routine and special projects for the Foundation leadership team. Monitors deadlines, prioritizes tasks, assures steps are met in proper sequence, and maintains ongoing communication with staff members regarding status and approvals.
• Meetings : Manages the CEO's calendar and schedules appointments and engagements on behalf of the CEO or Foundation without prior clearance.

Manages details for meetings, conferences, and special events attended by the CEO. Schedules in-person meetings for external guests and provides logistical support (e.

g., Research Advisory Council and Corporate Partners Meeting). Corresponds with, greets, and welcomes Board and Foundation's CEO's VIP guests.

Data Processing : Prepares / composes complex reports and documents of a highly confidential nature. Accurately processes pledges, donations and refunds on a timely basis and communicates to appropriate staff.

Submits new budget code requests to finance and manages contracting and invoicing processes.

Correspondence : Reviews, prioritizes, and determines actions for all incoming correspondence. Researches and drafts responses.

Proofs and edits all documents submitted for the CEO's signature. Sends acknowledgment letters to, as requested.

Departmental Assistance : Ensures equipment, materials, and space are sufficiently stocked. Monitors administrative project expenditures and works within budgetary guidelines.

Provides support for donor and recipient recognition activities.

Functional Administrative Duties : Support in coordinating all the administrative aspects of delivering the results of the program / project.

Works directly with the director, CEO, Foundation staff, and other stakeholders to support all aspects of the planning, scheduling, management, and successful delivery of projects.

• Records Management : Manages the archiving of ASHP Board of Director meeting minutes and donor records in compliance with applicable record-keeping requirements.
• Performs other duties as assigned.

What You Bring to ASHP

• High school diploma or GED; Business school, Associate's degree, or equivalent is required. BA / BS is preferred.
• Requires three to five years of prior related work experience. Executive office experience is a plus.
• Must have expert knowledge of office administrative procedures and operations of standard office equipment.
• Knowledge of the programs and organization assigned.
• Exercises discretion and independent judgment within understood policies and procedures.
• Handles confidential matters and facilitates problem resolution.
• Outstanding organizational and coordinating skills, with exceptional attention to detail.
• High level of interpersonal skills.
• Excellent communication skills with an elevated level of professionalism.
• Ability to type 60 wpm.
• Advanced level skills in word processing, spreadsheet applications, database management, time management, and web navigation and maintenance.
• Advanced software skills are required, as well as Internet research abilities.
• Exceptional knowledge of applications specific to the function.

About Us

ASHP is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, national origin, age, gender, sexual preference, sexual orientation, gender identity, transgender status, marital status, family status, genetic information, pregnancy, parenthood, political affiliation, veteran's status, disability, or any other protected status.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at [email protected] and let us know the nature of your request and your contact information.

Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

In addition, ASHP is an E Verify employer.

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