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Administrative Manager, MDS

Executive Director, Inc.
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Administrative Manager

CLIENT ASSOCIATION: International Parkinson and Movement Disorder Society, MDS
POSITION(S) REPORTS TO: Director of Administration, MDS
POSITION(S) THAT REPORT TO YOU: N/A
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum 37.5 hours/week)


GENERAL SUMMARY
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of approximately 10,000 influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s disease and movement disorders through education and research.
Provide administrative support to the MDS Executive Director, Director of Administration and the Society’s Leadership. Position maintains high level of responsibility and must maintain confidentiality, exercising discretion and sound independent judgment in performing assigned tasks. Ideal candidate will have impeccable communication skills, a high attention to detail, is organized and adaptable to changing needs.


POSITION RESPONSIBILITIES

  • Prepare and edit correspondence, communications, presentations and other documents
  • Schedule and coordinate MDS Officers, International Executive Committee and other (committees, etc.) meetings, conference calls, including agenda preparation and meeting/event logistics.
  • Coordinate and provide administrative support for MDS, including, but not limited to, assisting with leadership, education program and membership services initiatives, committees, task forces, study groups and regional sections, and other activities, scheduling conference calls, copying, faxing, maintaining databases, and maintaining computer and paper files
  • Support staff with committees as needed to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials, as needed.
  • Assist with the accuracy and appropriate maintenance of staff procedures and processes, as well as the Society’s Leadership Manual and annual Audit in accordance with leadership approvals and changing needs
  • Maintain Society database of committees, task forces, study groups, and other working groups
  • Maintain database of in-person committee meetings, attendees and RSVPs at the International Congress
  • Manage receipt and approval process for endorsed and supported meeting and strategic ambassador program requests
  • Oversee development and deployment of committee and task force interest forms to the Society membership
  • Schedule appointments, travel arrangements and social events for MDS Leadership.
  • Communicate with related organizations, printing, mailing and other vendors, and various committee members as needed.
  • Work with internal departments (IS, TS, CS, Mail, Accounting, etc.) as needed for MDS projects.
  • Carry out other related responsibilities as assigned.


AMOUNT OF TRAVEL REQUIRED:
Up to 2 weeks per year, and may include some international travel. Some early morning/evening and weekend work may be required.


EDUCATION/EXPERIENCE REQUIRED:
Bachelor’s degree preferred. Proficient in Windows, MS Word and MS Excel. Experience with MS PowerPoint, and iMIS and/or MS Access a plus. Oral, written, organizational and proofreading skills essential.


PHYSICAL REQUIREMENTS: (example - lifting, packaging, etc.)
Occasional lifting of up to 50 pounds may be required.

*This position is located 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.

*Please apply to the role that best aligns to your experience and qualifications.  We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)