The American Orthopaedic Association currently seeks candidates to fill the following position. Please submit a resume and cover letter to jobs@aoassn.org. No phone calls please.

The Business Analyst/Technology Administrator is responsible for utilizing knowledge of software programs and business strategies to help AOA maximize productivity and improve business processes. Generally, duties for this position include interacting with managers to determine software and technology needs, coordinating with external IT resources to create or update software based upon these needs, conducting/leading or managing training for employees in how to use software effectively in daily positions, and using skills to troubleshoot and problem-solve to overcome organizational challenges with technology. The Business Analyst/Technology Administrator oversees and engages appropriate resources (both internal and external) for all functions related to the AOA’s Association Management Software (AMS) functionality, analysis and reporting, and manages all technology upgrades/issues. The Administrator assures the timely updating and consistency of internal policies and procedures related to software use. This position manages the AOA’s third-party technology relationships (outside service providers) and permissions including licenses, contracts, and providers for all AOA technology, including the AMS, website, and IT services.

The Administrator has an understanding of information technology systems and how associations rely upon them and will develop and maintain an understanding of existing business processes, existing software and the information and data required by the organization. The candidate should enjoy working collaboratively with other staff members and experimenting with / learning new software technology to develop analytics and reports in a user-friendly format. The candidate will have a strong focus on customer service and achieve satisfaction in seeing a project to completion.

Position Responsibilities

  • Analyze current business processes and make recommendations for improvements based on organizational needs, industry trends, and system capabilities.
  • Provide analytical support to staff as needed.
  • Translate business requirements to specific and complete functional requirements that may be relied upon by staff.
  • Serve as Staff Lead for all functions related to the organization’s AMS.
  • Work with AOA management to understand, develop, and deliver organization and program reporting needs.
    • Plan, initiate and oversee preparation of research reports analyzing trends in programming/target group activity and potential markets.
    • Collaborate and communicate with staff to define effective design of information tracking and data management to support both short term operational needs of organization and long-term strategic goals.
    • Provide proactive research information to managers to support planning and strategic initiatives.
    • Assure AMS design and evolution for effective, efficient, and accurate data management and strategic decision-making support requested by Association Leadership.
  • Evaluate/manage staff training to ensure most efficient use of database, other technology and reporting mechanisms.
  • Supervise AMS data management; manage the creation and updating of Standard Operating Procedures (SOPs) and glossary of terms for all AOA AMS functionality.
  • In collaboration with the lead membership and programming staff, assure consistent and efficient processes related to dues/fee collection, membership selection, profiles and other required business / operational AMS functionalities.
  • Create and manage effective dashboards, key performance indicators, and reporting solutions to support the needs of the management team and association leadership.
  • Manage IT services/needs of organization and staff, including vendor management/staff interface, equipment/services planning and budget, including:
    • Manage and track status of issues submitted through IT vendor ticketing system
    • Oversee all projects requiring IT vendor services
    • Document and assure timely contracting/renewals/records for all necessary licenses, permissions and other IT-related functions
  • General Duties
    • Establish and maintain files
    • Coordinate disaster preparedness plan development impacting all technology functions with vendors and update AOA policies/procedures
    • Responsible for budget development and fiscal management of areas of defined responsibility
    • Responsible for providing staff with needed information to respond to inquiries related to technology functions
    • Responsible for assuring timely communication to staff regarding upgrades, changes, etc. to software or hardware technology
    • Create or coordinate and present recommendations to Association Leadership, as requested
    • Understand and advance overall AOA strategic objectives
    • Perform special assignments as determined by the Executive Director and/or Deputy Executive Director

Qualifications

  • College Degree in computer science, information technology or related field, or equivalent combination of education and work experience in not-for-profit organization required.
  • 2-3 years (minimum) of business systems analysis/reporting experience including working with customers or project teams on initiatives from launch to completion required.
  • Project management skills to develop/manage timelines and budgets required.
  • Excellent written and verbal communication skills required.
  • Experience with Microsoft Office tools (Word, Microsoft Office 365 Suite, Excel) required.
  • Strong organizational abilities to organize, prioritize, and coordinate a high volume of details and a variety of projects required.
  • Experience with association databases, Salesforce & WordPress in particular, preferred.
  • Not-for-profit organization experience preferred.
  • Experience working with physicians/a medical association considered desirable.

The Membership Manager oversees and staffs all functions related to the membership selection process, general membership issues, and the Membership Committee (including its associated task forces and work groups).  This Staff member is responsible for membership issues such as monitoring of overall membership satisfaction and oversight of membership recruitment efforts, as well as developing, communicating and ensuring the efficient and consistent entry of profile/demographic membership data in the association database, in order to best serve the needs of the organization and staff.  The Manager assures the timely updating and consistency of internal and external membership procedures and policy, and oversees responses to membership inquiries, service, and related activities.  This individual also works closely with the AOA staff responsible for maintenance, technology updates and reporting of the AOA database, and assures that membership profiles, analysis, data and reporting are consistently entered and tracked.

Primary duties and responsibilities include, but are not limited to:

Position Responsibilities

  • Serve as Membership Customer Service Lead
  • Proactively identify and communicate to Executive Management issues of concern and ideas for increased membership satisfaction and engagement
  • Manage/Provide Staff Leadership to Membership Committee and Related Groups
  • Lead/administer membership support activities including:
    • Membership nominations (process, recruitment, follow up communication)
    • Application / dues / initiation fee processing
    • Member retention
    • New member information assembly/release, and website membership directory
    • Member satisfaction tracking and reporting, generally, including management of the general/membership email inboxes
    • Coordinate/report on three-year meeting policy; correspond with delinquent members.
    • Maintain and track member status change records and requests – Emeritus, Senior, Resignations, In Memoriam and prepare information for Membership Committee and Executive Committee approval
    • Maintain deceased member list and provide information for annual Historian report
    • Serve as staff lead for Membership Awards activities, including nominations, Task Force management and selection/promotion process
    • Coordinate new member onboarding plan:
      • Send out monthly tasks per onboarding plan
      • Welcome correspondence/kit
      • Generate first dues w/ initiation fee invoice
      • Collect and log new member information and photos
    • Develop and document procedures/create SOPs for above
  • Advance strategic membership objectives of Association
    • Develop and recommend creative, effective and efficient initiatives to meet objectives, strategic priorities, and advance the AOA
    • Provide staff leadership on Membership Committee/Board interactions and assure seamless integration/welcome of new members into the organization
    • Evaluate/recommend to Executive Management membership retention strategies
  • Provide reporting and analysis of member database
    • Initiate, conduct (in collaboration with technology staff) and oversee preparation of research reports analyzing trends in membership/target group activity and potential markets
    • Provide proactive member research / reporting to AOA leadership and managers to support planning and strategic initiatives
  • Manage registration booth at Annual Meeting
    • Oversee training of registration staff
    • Oversee pre-conference preparations (badges, ribbons, etc.)
  • General Duties:
    • Manage and maintain membership files
    • Responsible for budget development and fiscal management of areas of defined responsibility
    • Responsible for providing headquarters staff with needed information to appropriately answer inquiries
    • Understand, communicate and advance overall AOA strategic objectives
    • Perform special assignments as determined by the Executive Director

 

Qualifications

  • College degree
  • Not for profit association experience
  • Experience working with physicians/a medical association considered desirable
  • Minimum 3-5 years relevant experience
  • New program development and related business plan development skills required.
  • Project management skills required to develop timelines and manage to deadlines.
  • Committee staff management/leadership skills required.
  • Past experience working with Board of Directors and Committee chairs required.
  • Excellent written and verbal communication skills required.
  • Staff development and management skills required.
  • Extensive experience in Microsoft Office tools (Word, Access, Excel) and association membership database management required.
  • Strong organization abilities to organize, prioritize, and coordinate a high volume of details and a variety of projects.

The Integrated Marketing & Communications Associate Manager has overall responsibility for the development and implementation of integrated marketing and communication strategies and ensuring that AOA’s electronic efforts effectively meet the marketing and branding objectives of AOA and its programs.

The AOA seeks an individual who thrives in a fast-paced, high volume work environment and is a professional who works collaboratively with a diverse group of staff and members to create and manage cross-organizational, integrated strategies for project completion. The individual will have excellent written and oral communication skills, critical thinking abilities, precise attention to detail, an enthusiasm for customer service, is resourceful, and takes initiative.

Committee Support

  • Serves as liaison to the Technology and Communications Subcommittee. Participates in other committees/taskforces to help support promotional efforts and achieve revenue goals.
  • Provides data analysis and statistical details to demonstrate the success of AOA’s social media outreach and website trends.
  • Makes recommendations to committees on new digital approaches as determined appropriate.
  • Develops an editorial calendar for e-newsletters. Works with volunteers to curate content.
  • Creates agendas and prepared minutes in support of Committee meetings.

Social Media and Website Management

  • Writes and oversees digital content to communicate and advance overall AOA strategic objectives.
  • Provides reports, analysis, evaluation, and recommendations for website activity/engagement and e-mail marketing campaigns
  • Manages website maintenance process, ensures accuracy, consistency, and functionality throughout site, updates content, and reviews SEO. Tags content for cross promotions. Monitors and analyzes site performance (e.g. traffic, conversions).
  • Works with internal and external stakeholders to ensure website content aligns with association needs.
  • Uses social media channels to drive results.

Project Management

  • Develops schedule and organizes interviews for podcast episodes.
  • Participates in interviews, edits files, and publishes episodes. Provides reports to key stakeholders and explores new opportunities to expand podcast reach.
  • Serves as gatekeeper.

Marketing

  • Produces high-quality e-communications and marketing materials for AOA members and non-members. This includes, but is not limited to the AOA News, AOA This Week, podcasts, and other publications, special e-mail messages, and videos as needed to support the strategic objectives of the organization.
  • Conducts research and serves as a conduit for requisite market research and information to support the marketing goals and objectives for key AOA products and services.
  • Provides design support as needed for such marketing elements as landing pages and banners.
  • Develops e-marketing collateral as needed to include production and distribution of broadcast emails.
  • Makes recommendations for ways to improve the effectiveness of AOA’s electronic marketing programs both in terms of audience appeal and efficiencies of internal processes.
  • Collaborates with Senior Manager and other program/development staff to create and curate content for distribution to membership segments:
  • Serves as gatekeeper for e-communications being sent to members.
  • Overseas mobile app push notifications
  • Assists with target audience determination and list production
  • Works with Senior Manager and other staff in support of Annual Meeting. Responsible for signage, collateral, and other supporting campaign materials.

Financial Accountability & Administrative Duties

  • Establishes and maintains updated policies and procedures related to duties.
  • Budget development and fiscal performance within Development and Marketing/Communications.
  • Performs other duties as assigned.

Qualifications: 

  • Bachelor’s degree or relevant work experience
  • 2-4 years progressive experience in a non-profit organization
  • Strong computer skills including proficiency in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher), and social media (Instagram, Twitter). Knowledge of WordPress and Salesforce and Pardot preferred.
  • Must be highly self-directed, well-organized, detail-oriented, disciplined, able to multi-task and comfortable completing tasks with minimum supervision
  • Strong organization/decision-making/time management skills to effectively adhere to shifting priorities and deadlines
  • Ability to work under pressure with an eye on the big picture and attention to details
  • Exceptional written and verbal communication skills, willingness to learn, and strong work ethic required
  • Applicants must exhibit professionalism, strong interpersonal skills, and the ability to engage with individuals at all levels

Working Conditions/ Travel: Moderate: 10-15 days out-of-town travel plus approximately 5 in-town weekend meetings. Approximately 10-12 evening conference calls.

The American Orthopaedic Association is based in Rosemont, IL.  Employees of the American Orthopaedic Association enjoy generous benefits, including:  

  • Medical, dental, life insurance, and long-term disability plans for full time employees
  • 2020/2021 Employer-sponsored Retirement Plans
    • Employer contribution of 10% of salary to each Employee’s retirement plan
    • Employee option/ability to make additional retirement contributions, before tax, up to federal limits 
  • Generous PTO policy 
  • 2 days per week remote work option
  • Summer hours and flexible work hours
  • AOA employees have annual opportunities to expand their skill sets in the not-for-profit association management arena and participate in continuing education, with opportunities for promotion and advancement.