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.

Summary:  The 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 design, implement or update applications 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 Technology Administrator oversees and engages appropriate resources, either internal or external, for all functions related to the AOA’s Association Management Software (Salesforce) functionality.  This includes the evaluation, selection, and implementation of add-on Salesforce applications, migration of AOA data from legacy systems, working with staff to develop appropriate analysis/reporting, and managing all system upgrades/issues to ensure continuous operations.  The Administrator assures the timely updating and consistency of internal policy and procedures related to software use. This position manages the AOA’s 3rd party technology relationships (outside service providers) and permissions including licenses, contracts, and technology providers (AMS, website, and IT services, etc).

Role & Responsibilities:

  • Serve as Staff Lead for all functions related to the organization’s AMS, including:
    • Guiding AMS design and evolution for effective, efficient, and accurate data management.
    • Serving as project manager for platform transitions
    • In collaboration with AOA staff, ensure the development of consistent and account and contact profiles and other AMS procedures and functionalities
  • Work with AOA staff team to understand, develop, and deliver operational and program reporting needs.
    • Analyze current business processes and operations and make recommendations for improvements based on organizational needs, industry trends, and system capabilities.
    • Evaluate, select, and implement new applications to meet unmet or underperforming operations impacting AOA members and programs.
    • Collaborate 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.
    • Create and manage effective dashboards, key performance indicators, and reporting solutions to support the needs of the staff team and association leadership
    • Initiate, conduct, and oversee preparation of research reports analyzing trends in programming/target group activity and potential markets.
    • Translate business requirements to specific and complete functional requirements that may be relied upon by staff
      • Provide proactive member research information to managers to support planning and strategic initiatives.
    • Manage IT services/needs of organization and staff, including vendor management/staff interface, staff training, equipment/services planning and budget, and communications with the staff/Board including:
      • Create and present technological recommendations/advancements to the management team and Board.
      • Evaluate/manage staff training to ensure most efficient use of database and reporting mechanisms.
      • Responsible for providing staff with analytical support and information to respond to inquiries related to technology functions as needed.
      • Responsible for assuring timely communication to staff regarding upgrades, changes, etc to software or hardware.
      • Manage the creation and updating of Standard Operating Procedures (SOPs) and glossary of terms for all AOA AMS functionality.
        • Manage and track status of issues submitted through IT vendor ticketing system
        • Oversee all projects requiring IT vendor services
        • Document and handle timely contracting/renewals/records for all necessary licenses, permissions and other IT-related functions
        • Responsible for maintaining disaster preparedness plan impacting all technology functions
      • Responsible for budget development and fiscal management of areas of defined responsibility
    • Understand, communicate, and advance overall AOA strategic objectives.
    • Perform special assignments as determined by the Executive Director / Deputy Executive Director

Working Conditions/ Travel:  Approximately 5 days per year including possible extended period during the Annual Meeting plus 5-7 evening conference calls.

Position Requirements:

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

The Executive Assistant serves as primary administrative support for Executive Director and provides project support, as needed.  Assures organized and efficient office operations and scheduling. Responsible for oversight of supplies and office equipment; updates to SOPs within purview, policies and procedures; committee agenda scheduling and preparation; Board minutes; committee interest, disclosure, and evaluation processes; and committee appointment communications. Oversees bookkeeper and insurance renewal processes. This position requires the exercise of discretion and independent judgment in communications with members; management of member activities and aspects of the technical membership database relating to committee structure, appointments and communication; creation of database reporting, and in representing the AOA to members and external parties.

Primary Duties and Responsibilities:

Office Management

  • Provides general office administration for AOA headquarters office, including:
    • Coordinates phone coverage and holiday schedules. Establishes administrative staff phone coverage schedule and assures a process for phone calls to be answered in three rings or less.
    • Orders supplies and monitors invoices to ensure a cost-efficient purchasing and equipment rental/maintenance process.
    • Responsible for equipment lease/contract renewals and cost-efficient utilization/maintenance of office equipment.
    • Communicates with building management regarding facilities/security issues
    • Maintains current and new employee hire materials, orders background screenings, and coordinates compliance with the AOA’s HIPAA policy.
    • Understands, communicates, and advances overall AOA strategic objectives to staff and external stakeholders.

Administrative and Procedures/Membership Coordination

  • Creates, implements and maintains (including SOPs) database processes for member/committee activities including committee participation evaluation, slate nomination and consideration processes, committee interest solicitation process, and disclosures.
  • Provides primary administrative support for the Executive Director:
    • Manages the organization’s administrative committee interest, disclosure, and evaluation processes.
    • Creates, edits, and distributes Board minutes.
    • Coordinates all-staff meetings.
    • Handles inquiries and requests to the Executive Director’s office and responds on behalf of the Executive Director.
    • Manages Executive Director’s meeting, conference call, and travel schedule/arrangements.
    • Processes daily mail and maintains files.
    • Performs special assignments as determined by the Executive Director.

Supervisory responsibilities: One direct report

Qualifications:

  • Undergraduate degree preferred. Association experience desirable.
  • Three years minimum of progressively increasing administrative experience.
  • Strong computer skills including proficiency in using Microsoft Office Suite. Proficient with database technology; knowledge of WordPress and Salesforce a plus.
  • Exercises sound judgment with proven ability to resolve complex issues quickly and calmly through critical thinking, analytical problem-solving, collaboration and conflict management
  • Strong project management skills including demonstrated ability to organize diverse types of work, shift gears quickly and adapt to changing priorities and competing deadlines
  • Displays a polished, poised, confident and professional demeanor that projects the premiere image of the organization
  • Establishes and maintains effective working relationships with management, co-workers, association members, representatives of external organizations, and the general public
  • Proven ability to function independently and assume responsibility for delegated activities
  • Uses clear, concise, consistent, and tactful language, both verbally and in writing, to communicate effectively with multiple audiences on a wide variety of issues
  • Willingness to work extra hours during busy periods to assure that deadlines are met

Working Conditions/ Travel:  Approximately 5 days per year including possible extended period during the Annual Meeting plus 5-7 evening conference calls.

About AOA 

The American Orthopaedic Association is the national leadership organization for orthopaedic surgeons in the United States and is based in Rosemont, IL. The mission of this not- for-profit organization centers around the identification and exploration of critical issues impacting musculoskeletal patient care and the profession, the advancement of orthopaedic graduate medical education, and the development of leadership skills from orthopaedic residency through the senior orthopaedic surgeon leader.

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
  • Employer-sponsored Retirement Plans
    • Employer contribution of 10% of salary to each Employee’s retirement plan after six months of continuous employment. 
    • Employee option/ability to make additional before-tax retirement contributions 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.