American College of Occupational and Environmental Medicine
Location: Elk Grove Village, Illinois
Type: Full Time
Preferred Education: 2 Year Degree
Reporting to the CEO, assists with the administrative tasks related to supporting the College’s volunteers, volunteer bodies, and related activities. Manages the annual volunteer calendar pertaining to the Board of Directors, Executive Committee, House of Delegates, and select Board committees. Also responsible for administrative tasks supporting the office operations.
Serves as a liaison to ACOEM Volunteers at all levels ensuring that administrative matters related to volunteering are handled expediently.
Maintains complete and current rosters of volunteer placements.
Assists in coordinating volunteer events and schedules.
Supports processes related to the recruitment and selection of volunteers.
Coordinates the creation of Board and Executive Committee agendas and materials ensuring that agenda items and supporting materials are assembled and distributed in a timely manner.
Drafts the minutes for Board and Executive Committee meetings, collects edits from CEO, Directors, and volunteers as appropriate, and distributes final drafts to volunteers for review.
Facilitates meetings of the Board and Executive Committee by serving as the host for virtual meetings (Zoom), ensuring that meeting dates, times, invitations are well managed and shared.
Maintains the annual Board Calendar ensuring that future meeting dates are set and communicated well in advance.
Coordinates with event staff to ensure that event logistics (hotel, travel, dining, etc.) are planned according to needs.
Maintains records of previous Board actions, communicates new actions to key stakeholders, and tracks progress reported on actions.
Aids other staff and volunteers during onsite and offsite events as appropriate / needed.
Maintains the master copy of the policy manual.
Collects and distributes inbound mail and deliveries in a timely manner.
Orders routine office supplies as needed.
May be asked to assist with mailing and shipping of routine correspondence and parcels.
Acts as the primary contact person for issues related to routine building services.
Other duties as assigned
At least four years of experience working in a professional setting with preference given to association or other non-profit work.
At least three years working in a role directly supporting volunteers, preferably physicians or medical professionals.
Prior experience coordinating the creation of meeting agendas and collecting supporting materials.
Prior experience drafting meeting minutes.
Prior experience that includes extensive experience hosting online meetings. (Zoom or other)
Experience with a formal parliamentary procedure rule set (IAP Standard Code, Robert’s Rules of Order) is a significant plus.
Must be highly organized.
Must be an excellent communicator.
Must be proficient with office productivity software, particularly for reviewing and editing content.
Proficiency in creating and updating PDF portfolios.
Must be comfortable with using a mix of online services to support document and planning workflows. (Zoom, Dropbox, JotForm or other survey tools, Sharepoint, etc.)
Able to effectively multitask.
This position requires travel to the annual conference and up to two additional events each year (up to 15 days total).
About American College of Occupational and Environmental Medicine
Founded in 1916, the American College of Occupational and Environmental Medicine (ACOEM) is the nation's largest medical society dedicated to promoting the health of workers through preventive medicine, clinical care, research, and education. ACOEM serves a dynamic group of physicians and OEM professionals in a variety of medical practices. The College works with its membership to develop positions and policies on vital issues relevant to the practice of preventive medicine both within and outside of the workplace.ACOEM is a membership association representing more than 4,500 physicians and other health care professionals specializing in the field of occupational and environmental medicine (OEM). ACOEM serves as the pre-eminent organization of physicians who champion the health and safety of workers, workplaces, and environments.ACOEM Mission:ACOEM provides leadership to promote optimal health and safety of workers, workplaces, and environments by: •educating health professionals and the public;•stimulating research;•enhancing the quality of practice;•guiding workplace and public policy; and•advancing the field of occupational and environmental medicine