The administrative assistant provides administrative support to the executive director and other departments. The administrative assistant serves as the first point of contact for members, non-members and stakeholders regarding general association inquiries, assists with accounts payable and accounts receivables, is responsible for data entry, and demonstrates a high level of customer service.
Serve as the first point of contact for members, non-member, and other stakeholders.
Provide exceptional customer service by handling calls and email requests regarding membership information (e.g., renewals, password resetting, profile updates, event registrations, etc.)
Responsible for processing and distributing incoming mail
Remain fully knowledgeable of all TOMA’s programs, educational offerings, membership benefits, and dues structure to answer general inquiries and promote membership to TOMA’s stakeholders
Provide high-level administrative coordination and support to the executive director and team.
Maintain office equipment and order office supplies, as needed
Coordinate and execute meeting logistics for the TOMA Board of Trustees quarterly meetings
Maintain general office area, as well as coordinate logistics for internal office meetings
Perform other duties as assigned by the executive director
Assist with proofreading external marketing/communications including, but not limited to member emails, magazine articles, newsletter, association website, social media pages, etc.
Ensure that the content on the association website and social media pages are current and up to date
Compose and edit correspondence
Provide support for the committees, including appointment/acceptance communication and attendance information.
Serve as the main registrar for TOMA’s conferences and programs
Provide event planning support such as printing name badges, organizing equipment and supplies, preparing registration packets, and other relevant duties, including onsite event registration assistance
Assist with data entry and reporting of CME credits
Assist with development of surveys as well as outcome reports
Assist with the execution and logistics of various TOMA events through the year, as needed
Attend and perform pre-determined responsibilities at TOMA meetings
Order plaques and awards for Annual Awards Ceremony
Maintaining the membership database – including data entry, routine maintenance of records, reports and general updates
Responsible for all association’s membership return mail, address corrections generated through the association’s database
Assist with the annual membership renewal process, including billing/editing membership records, printing and verifying invoices
Assist in contacting non-renewing members to ensure membership invoices were received to ensure their memberships are current
Aid, support, and provide follow-through to the TOMA membership
Assist with processing dues, refunds, receipts, and other financial data entry, as assigned
Assist with processing registrations for TOMA meetings and programs
Assist with the Accounts Payables process; enter invoices, contact vendors, mail check, and maintain the AP files
Assist with the collection of support materials for the annual financial audit
This description is intended to provide an overview of the responsibilities and duties of this position. It is not all-inclusive. The incumbent in the position will be expected to perform other duties as required. The responsibilities may change over time.
High School diploma or equivalent, plus 1-3 year's Associate or bachelor’s degree.
1+ years of experience in an office environment, preferably in a multi-functional support role
A quick learner with excellent communication, time management, and organization skills required
Proficient in MS Word and MS Excel – technologically savvy a must
Strong data entry experience preferred
A desire to learn and assist our team and members
Ability to think creatively and strategically, independently and as a part of a team
Ability to handle multiple projects simultaneously
Effective communicator (written and verbal), energetic, intelligent, professional maturity, problem solving skills, well organized, sound judgement, great attention to detail, proofreading, plus have a strong work ethic
Must be able to lift up to forty (40) pounds
Flexibility to work outside of normal business hours and on weekends; and travel on behalf of the Association, as needed.
The Texas Osteopathic Medical Association (TOMA) is the oldest statewide Osteopathic Medical Association in the nation. Founded in 1900, this society serves over 1,400 osteopathic physicians and trainees across the state of Texas.
TOMA is strongly committed to fulfilling its mission of improving the public health; promoting the philosophy of the Osteopathic School of Medicine; elevating and maintaining the high standards of the osteopathic profession in the fields of medicine, surgery and obstetrics; promoting research in the diagnostic and treatment of disease; establishing and improving upon the high standards of medical education and practice in osteopathic institutions.