The Massachusetts Medical Society (MMS) is the statewide professional association for physicians and medical students, supporting 25,000 members. We are dedicated to educating and advocating for the physicians of Massachusetts and patients locally and nationally. A leadership voice in health care, the MMS contributes physician and patient perspectives to influence health-related legislation at the state and federal levels, works in support of public health, provides expert advice on physician practice management, and addresses issues of physician well-being. Under the auspices of the NEJM Group, the MMS extends our mission globally by advancing medical knowledge from research to patient care through the New England Journal of Medicine, NEJM Catalyst, and the NEJM Journal Watch family of specialty publications, and through our education products for health care professionals: NEJM Knowledge+, NEJM Resident 360, and our accredited and comprehensive continuing medical education programs.
We are currently seeking a Specialty Management Services Administratorto work in our Waltham, MA office.
The Specialty Management Services Administrator is a full-time position providing association management services to regional medical specialty associations as stipulated in the Massachusetts Medical Society’s (MMS) Description of Services contracts on behalf of the Specialty Management Services (SMS) team. This position works closely with the SMS leadership and the leadership and members of the assigned client group(s). Administrators are responsible for all services to be provided to each assigned client(s) which will vary in number depending of its size and number of activities. This position requires flexibility to staff night and weekend meetings as required.
Membership recruitment and retention and provides oversight of the membership database.
Governance meetings to include executive committees, boards and committees/councils or task forces. This may include logistical arrangements, development of the agenda, meeting materials, minutes and follow up at the direction of the leadership. Attendance at meetings will be at the discretion of the client leadership.
Educational programs and events including continuing medical education (CME) accreditation management if applicable. This may include logistical arrangements, coordination with a planning committee, marketing of the program, setting up registration, tracking and confirmations, on-site meeting materials and logistics, and follow up. The Administrator will be responsible to work with the Treasurer on development and monitoring of the budget and submitting a final statement in the case of CME. At the discretion of the client, the administrator will solicit for exhibits and sponsors or apply for educational grants.
Acting as a liaison with contracted legal services, lobbyists, accountants, bookkeepers and auditors, if applicable.
Client communications which may include emails, newsletters, website and social media under the direction of the client leadership. Advertising solicitation and coordination may be required.
Deposit and Invoice services at the direction of the Association treasurer, accountant, or bookkeeper. The Administrator will oversee the recording of deposits, processing of invoices and distribution of financial reports which may also include assisting in the preparation of budgets for approval by the leadership.
Maintaining of organizational documents including bylaws, policies and procedures, and required annual reporting to the state.
Maintaining a positive working relationship with the client’s national organization and other collaborating organizations.
Working internally to actively develop and initiate mutually beneficial projects to foster and enhance working relationships and improve communications between the MMS and the SMS clients.
Providing aid to other SMS clients and MMS activities as assigned and other responsibilities as assigned.
A bachelor’s degree or equivalent relevant experience.
3-5 years of association management or related experience, preferably with a health care association.
Proficiency with MS Office applications (Outlook, Word, Excel, PowerPoint) and a general fluency in technology are necessary.
Exceptional event management, meeting planning and program development skills are essential.
Familiarity with the Continuing Medical Education (CME) processes is preferred.
Strong written and verbal communication skills are essential, as are top-notch planning, problem-solving, time management, decision-making and organizational skills.
A demonstrated ability to work with confidential information and exercise sound judgment in a demanding, multi-program environment is essential.
Must be a team player with excellent interpersonal and collaboration skills including the ability to relate effectively with leadership, members, and co-workers at all levels and maintain a positive, professional, and proactive attitude.
Ability to take initiative and anticipate consequences of actions, potential problems, or opportunities for change.
Proven ability to work independently, prioritize workload, deliver high quality results, and meet deadlines while managing multiple programs and competing demands.
Meticulous attention to detail, resourcefulness, flexibility, reliability and willingness to learn are essential.
Ability and willingness to and work flexible hours including evening and weekend programs.
Our generous benefits offerings include: 3 weeks of paid vacation, 6 personal days, 12 sick days, 13 paid holidays, medical and dental plans, 401(k) plans with company match, back-up childcare assistance, tuition assistance and more!
The MMS has earned praise as one of the Top Places to Work in Massachusetts by The Boston Globe for the past 9 years in a row! The Globe surveys employees regarding their opinions about company leadership, benefits, ethics, values and culture, and recognizes those companies who receive high marks from their employees.
Massachusetts Medical Society is an Equal Opportunity Employer: Min/Fem/Vet/Disabled
The Massachusetts Medical Society is the statewide professional association for physicians and medical students. We are dedicated to educating and advocating for the patients and physicians of Massachusetts. We offer online CME courses and live events that award continuing medical education credits. The Society, under the auspices of NEJM Group, publishes the New England Journal of Medicine, a leading global medical journal and web site, and NEJM Journal Watch alerts and publications covering 13 specialties.
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