The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.
Summary: Deliver high-level project and administrative support to the Administrative and Medical Directors, interacting with COT leadership, staff of key national organizations, in-house staff, and others as needed. Primary support needed will require effective project management, excellent writing and editing contributions, and coordination of special projects. Administer all aspects of the organizational liaison program, from appointment, succession, engagement, and tracking, to reporting and communications. Collaborate and serve as backup to membership and engagement programs, with primary responsibility for administration of the COT Participation Opportunity Boards and assistance with leadership appointments and succession planning. Provide overall coordination for the COT’s public web presence and help support efforts for ancillary COT web sites. Maintain a broad understanding of the current programs and activities within the trauma department and coordinate appropriate reporting and communication for a variety of audiences, serving as the main contributor. Lead efforts to compile functional historical archives of the COT programs and its members. Accountable for the budget development and oversight for the general administrative trauma budget, and collaborative input on other trauma general cost center budgets.
This exempt position will report to the Administrative Director, Trauma Programs in the Division of Research and Optimal Patient Care.
Strategic Responsibility for Coordination of Communication within ACS/COT/Trauma Community (15%): provide primary coordination for the COT’s public web presence and help support efforts for ancillary COT web sites. Effectively manage the content in accordance with ACS guidelines to ensure postings are current; solicit new content; monitor content aging; draft/prepare new content for approval; and provide oversight and coordination for social media communications. Partner with appropriate leaders and staff to define strategic objectives that will foster and enhance overall communication and engagement in the COT and RCOT. Plan and execute strategic communication plans and tactics as assigned to support the goals for membership engagement; evaluate current programs and provide recommendations for improvement. Foster appropriate integration and alignment of processes and resource tools across all trauma programs.
Programmatic Administration and Management (25%): Deliver high-level project and administrative support to the Administrative and Medical Directors, interacting with COT leadership, staff of key national organizations, in-house staff, and others as needed. Contribute excellent writing and editing support to high-level administrative projects, in collaboration with the Administrative Director. Create discussion summaries for high level committees as assigned. Coordinate the alignment and management of position descriptions, trauma general policies and processes across the department. Collaborate in the drafting of correspondence associated with the change in leadership positions, liaison appointments, or relationships with other organizations. Facilitate meetings amongst principles as requested.
General Committee Management and Customer Support (15%): Facilitate general member support activities and coordinate communications projects including appropriate responses to member, affiliate organization and other requests for information received by – phone, email, mail. Provide secondary phone coverage and customer support for the Trauma Programs office, providing escalation resolution for general member related issues received in other areas. Manage the COT Participation Opportunity Boards, collaborating with other program managers as appropriate. Facilitate effective processes and communications to support the posting and fulfillment of participation and leadership opportunities. Maintain all related processes and files relative to member engagement and participation. Collaborate to support general member activities and other general administrative projects in support of Trauma's goals.
Administer all aspects of the organizational liaison program, to include appointment, succession, engagement, tracking processes, and reporting and communications, including annual solicitations for update reports. Offer strategic recommendations to enhance the engagement and utilization of liaison representatives in the various trauma programs. Provide secondary support for the administration of all membership-related processes and programs, particularly during key periods of the nomination or appointment processes. Provide additional support and back up to the Meeting Logistics team for Congress, Annual Meeting, TQIP, and others as requested. Accountable for the budget development and management of the general administrative trauma budget to ensure appropriate stewardship of resources and effective financial oversight. Responsible for the coordination of the budget(s), forecasting projections, tracking exception reports, and monthly reconciliation/auditing of relevant cost center reports. Provide input on other trauma general cost center budgets as needed.
Data Management & Archives (20%): Coordinate information collection from staff/committees/liaisons; draft and edit regular trauma activity reports for a variety of audiences. Manage the compilation, writing, and editing of robust annual activity reports for the COT and RCOT. Coordinate meeting summaries/minutes from COT Business Sessions, staff meetings and other meetings as requested. Develop and maintain operations guidelines for all general administrative functions as assigned. Collaborate with key staff, leaders, and ACS Archives Department to develop both a forward and backward-looking process to record and maintain the functional historical archives of appropriate COT records, documents, photos, interviews, etc. that capture the activities and contributions of the COT membership. Administer the archival processes for the Trauma Department in collaboration with the ACS Archives Department.
Contribute enthusiastically to an environment of continual performance improvement, team collaboration and service to improve care of the injured patient, executed in accordance with the ACS values. Seek and promote areas of integration and alignment within Trauma Programs and across ACS activities. Pursue and welcome opportunities for evolution of responsibilities and growth in position. Create and maintain written organizational processes and procedures in support of all projects and activities handled in this program area.
Other duties as assigned.
Required Education and/or Experience:
Bachelor’s degree from an accredited college or university required; Master’s degree a plus.
Minimum of 4+ years’ experience in a similar role in administrative project management, corporate communications, marketing, or a related field.
Training and/or experience in project management and business writing is desired.
Demonstrated writing skills for high-level correspondence, policies, and program activity reports. Excellent communication skills (both verbal and written) necessary to effectively interact with all levels of organization.
Attention to detail and organizational skills.
Must be able to multi-task.
Excellent skills with Microsoft Office Products (Outlook, Word, Excel, and PowerPoint).
Display high level of energy and thrive in a fast-paced environment.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Fiscal Management: This position is required to develop and manage a unit’s annual budget, program, or project budget within the department.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Minimal evening or weekend duties may be required. Moderate travel (i.e., quarterly) for activities such as out of town meetings is required.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to email@example.com or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.
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