The Entomological Society of America’s Certification and Special Projects Assistant supports the Certification Department and other strategic initiatives of the Society. This position reports to the Director of Strategic Initiatives and provides the support detailed below to the ESA Certification Corporation, the Strategic Initiatives department, and general support to the rest of the ESA staff. While most of the work may be performed remotely, there is an expectation of working onsite in Annapolis once a week to assist with general office responsibilities related to mail and office supplies.
General responsibilities will include broad oversight of the daily operations of the certification programs. For the Certification Corporation, this will include processing applications, scheduling exams, corresponding with applicants, processing payments, fulfilling orders as needed, assisting with renewals, and other related and similar functions. The certification role is expected to fill at least 70% of the Assistant’s time. Additionally, the Assistant will provide a contributing and supporting role for other projects that may arise at the direction of the supervisor or ESA’s Executive Director. Currently those include the Grand Challenges Agenda for Entomology, the Professional Advancement Career Training initiative, various government relations activities, data integrity projects related to maintaining the ESA database, updating membership records in the database, and similar projects. These initiatives will change and evolve over time. It is estimated that these roles will fill approximately 20% of the Assistant’s time.
The remaining time will be filled as the Assistant supports the rest of the general ESA administrative office functions. This will include providing general support to the ESA staff, processing incoming and outbound mail and packages in the Annapolis office once a week, and active participation with various committees as needed. The Assistant will share general receptionist support functionality with the support position for the Publications Department. In that capacity, the Assistant will serve as one of two primary points of contact for the Society for email, phone, and mailed communications, processing and responding to each as needed. It is estimated that these roles will fill approximately 10% of the Assistant’s time.
A small amount of travel may be expected in conjunction with the ESA Annual Meeting. Possible future travel may include to various industry trade shows that align with the goals and mission of the certification programs.
The Entomological Society of America (ESA) is a nonprofit organization that serves the scientific and professional needs of entomologists and scientists in related disciplines throughout the world. We are a small staff of 18 people, and our core values include inclusiveness, collaboration, experimentation, accountability, and customer service. ESA prioritizes the well-being of its staff, as exemplified through generous benefits and an emphasis on professional development.
ESA does not discriminate in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment on the basis of race, color, religion, ancestry or national origin, sex, age, marital status, sexual orientation, gender identity, disability, genetic information, or any other protected criterion.
To apply, please provide a resume and a cover letter explaining why you are interested in the position and why your skills, knowledge, and/or experience make you a good fit.
Bachelor’s Degree or equivalency
1-3 years experience in a professional office setting, preferably with non-profit associations, or equivalent combination
Excellent customer service skills
Strong interpersonal and organizational skills, especially in working with Board leadership, committees, and members
Effective writing and communication skills, attentive to detail
Ability to handle multiple priorities, work under pressure, establish schedules, and meet deadlines
Ability to analyze and solve problems and make decisions, both independently and in conjunction with others
Proficient in Microsoft Office programs, knowledge of databases or CRMs (Association Anywhere a plus), able to analyze new technologies
Some travel may be involved (approximately 5% of the time)
This position is currently classified as non-exempt
Candidates must be located in, Maryland, D.C., or Virginia and able to commute to Annapolis, MD, weekly. Full-time telework from other locations will not be considered.
Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law.
The Entomological Society of America (ESA) is the largest organization in the world serving the professional and scientific needs of entomologists and individuals in related disciplines. Founded in 1889, ESA has more than 7,000 members affiliated with educational institutions, health agencies, private industry, and government. Members are researchers, teachers, extension service personnel, administrators, marketing representatives, research technicians, consultants, students, pest management professionals, and hobbyists.