American Thoracic Society

  • Coordinator, Governance Activities

    Job Locations US-NY-New York
    Posted Date 2 weeks ago(4/2/2018 3:06 PM)
    # of Openings
  • Overview

    1. Summary of Position:


    Executive Office

    Provide professional staff support to the ATS Executive Office. Coordinate activities of the Executive Office, related to the ATS Executive Committee, Board of Directors and committee members.


    Principal Accountabilities:


    Executive Office


    • Manage the committee worksheet, keeping track of changes during the committee appointment process;
    • Coordinate the dissemination of communication to committee members; this includes, but not limited to letters of appointment, reappointment, and rotation and certificates of appreciation;
    • Follow-up with committee members, after letters of appointment are issued;
    • Maintain and update annually the committee members’ years of service spreadsheet;
    • Maintain and update committee numbers spreadsheet;
    • Maintain and update the committee chair listing;
    • Provide additional committee related coordination as needed.


    International Conference

    • Manage the ATS Executive Office at the Conference;
    • Manage and coordinate various awards for presentation at the ATS International Conference;
    • Work directly with vendors and production staff to order various awards and presidential chair;
    • Provide awards assistance to other departments, as needed;
    • Assist with the preparation of Assembly presidential awards and special plaques;
    • Manage the VIP invitations for Executive Office events;
    • Assist with preparations for leadership meetings with other societies;
    • Provide additional assistance as needed.


    Committee Leadership Summit

    • Coordinate the dissemination of communication for the summit (sending the letter of invitation, hotel confirmation and other communication related to the meeting);
    • Prepare name badges and tent cards for attendees;
    • Assist with the coordination of planning various meetings;
    • Provide additional assistance as needed.


    Leadership Interactions

    • Work with members of the ATS Executive Committee to coordinate activities as needed;
    • Assist with the coordination of CCSC Monthly Calls
    • Assist with the coordination of calls for special ad-hoc meetings


    ATS Representatives Database

    • Manage and update regularly the ATS Representatives database in Salesforce;


    Board of Directors Meetings

    • Provide assistance as needed to prepare materials for Board of Directors meetings;


    Archival Files

    • Work with IT to manage and maintain the electronic archival files.

     Measures of Accountability:

    • Prioritize project management workflow in order to meet or exceed established deadlines while facilitating the highest quality of work;
    • Maintain effective, informative, professional and appropriately frequent dialogue with committees, staff and volunteers as required;
    • Demonstrate knowledge of the ATS and its components by providing accurate, timely information to all inquiries;
    • Promote a positive image of the ATS to external organizations by always maintaining professionalism while providing the highest level of discourse and courtesy to Society partners;
    • Establish and maintain quality relationships with staff of other departments;
    • Take initiative in problem solving and trouble-shooting with assigned responsibilities, consulting appropriate staff and other resources, when necessary.


    • Bachelor’s degree required
    • Two to three years experience working in a health care/office setting in a professional capacity, highly desirable
    • Strong personal communication skills (oral and written), and strong aptitude for using diplomacy in working with members and expediting problem-solving.
    • Must possess organizational skills
    • Flexible schedule and ability to travel a minimum of 2-3 times per year
    • Practical experience in common software applications (MS Office suite)
    • Ability to prioritize and work independently
    • Detail oriented person with high aptitude for knowledge and use of an online data management system.


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