Generous benefits package offered with the position.
Preferred Education:
4 Year Degree
Additional Information:
Hybrid/Remote is allowed.
The Program Associate for Member Engagement manages, administers, and supports the association’s work to establish and promote career and leadership development programs for faculty, administrators, residents, and students at our association's member institutions. Working under the direction of the Manager, Career and Leadership Development, the Program Associate for Member Engagement is engaged in the design, management, staging, and evaluation of our educational programs and supports volunteers involved in planning these educational programs as well as maintaining a robust network of peer-to-peer learning groups, events, and meetings.
Job duties include program planning and administration; developing, managing, and monitoring event budgets; assisting with event venue identification, selection, and contracting; securing and managing other vendors (such as audio-visual, awards, transportation, and printing); record-keeping and database management; substantial volunteer management; working with the Development Director to engage and support event sponsorships; and other programmatic and administrative duties.
Duties and Responsibilities
Career & Leadership Development
1. Works with volunteers and staff to identify, develop, administer, and evaluate new programs and services to advance the career and leadership development of representatives from ASCO member institutions using a variety of delivery mechanisms.
2. Assists the Manager, Career and Leadership Development with the design, development, implementation, and evaluation of all educational programs/services (meetings, workshops, books, audio/video products, other publications, on-line programs, web pages, etc.).
3. Assists in the preparation of educational content for all meetings and programs with input from committees, focus groups, surveys, consultants, staff, and other sources.
4. Assists the Manager, Career and Leadership Development in identifying, developing, and maintaining relationships with outside content experts and other organizations serving the educational needs of the optometry profession and other health profession education entities.
5. Develops and maintains a database of past, current, and prospective speakers, lecturers, and authors of interest.
6. Works closely with the Director of Communications to set marketing schedules and plans, and to prepare the marketing and communications products for all association conferences and educational programs/products.
7. Assists the Manager, Career and Leadership Development to maintain a calendar of all industry events and a listing of similar educational products/services available through sources besides ASCO.
Meetings
8. Supports the work of the Manager, Career and Leadership Development in designing, managing, staging, and evaluating ASCO’s career and leadership development programs.
9. Assists the Manager, Career and Leadership Development in securing and managing vendors to help produce ASCO’s career and leadership development events, including hotels, convention centers, audio-visual companies, convention and visitors’ bureaus, caterers, speakers/speakers’ bureaus, destination management companies, transportation companies, and other third-party vendors and service providers.
Standards/Core Competencies
10. Assists in promoting the creation and adoption of standards and core competencies for the faculty at optometry schools and colleges.
Volunteer Management & Member Engagement
11. Serves as staff liaison to Committees, SIGs, Professional Groups, and Task Forces as assigned. Assists in all levels of Committee, SIG, Professional Group, and Task Force work, including (but not limited to) planning, development, and execution of new and on-going projects/programs; working with the chair to develop and distribute agendas; keeping and distributing minutes; orienting volunteers; and writing progress reports.
12. Maintains the membership lists and history for Committees, SIGs, Professional Groups, and Task Forces in ASCO’s database, ASCO Connect, and other communications tools.
13. Collaborates with ASCO staff and volunteers to develop and carry out initiatives to promote awareness and volunteer involvement within ASCO and it’s programs. Plays an important role in annual and strategic planning efforts.
Communications
14. Collaborates with the Director of Communications to promote ASCO’s educational programs and services through appropriate vehicles such as the newsletter, journal, website, social media, press releases, and other communications vehicles.
15. Coordinates and produces activity reports as necessary, including Board reports, time sheets, and National Office reports.
Financial Management
16. Assists the Manager, Career and Leadership Development in the creation of the annual budget.
17. Works closely with the Manager, Career and Leadership Development and the Director of Accounting & Finance to manage the finances for ASCO’s educational programs and services, including budgets for each Special Interest Group.
18. Prepares and processes invoices (Accounts Receivables), requests for payment (Accounts Payables), and expense reports in a timely manner.
19. Is familiar with ASCO’s chart of accounts and makes recommendations for changes.
Other Duties
20. Works closely with staff and volunteers to identify educational needs for the optometric education community and potential products/services to meet those needs.
21. Collaborates with the Director of Development in identifying, soliciting, and promoting sponsorship for ASCO programs and services. Coordinates with the Director of Development and the Manager, Career and Leadership Development to assure that sponsors receive the benefits promised as part of their sponsorship.
22. Participates as a member of the management team in all management and operations planning as required.
23. Assists the Manager, Career and Leadership Development in the creation of the annual budget for departments and line items under the department’s area of responsibility. Supports the Manager, Career and Leadership Development in developing, maintaining, and controlling the budget for all education and meeting activities within the constraints of the association’s overall budget.
24. Assists in the design, implementation, and documentation of policies and procedures that meet the needs of internal and external customers.
25. Contributes to a positive work environment and collaborates with all ASCO staff to meet the goals in the association’s yearly work plan and budget.
26. Performs other duties as assigned.
1-3 years experience working in an association environment helping to build and maintain strong relationships with members and volunteers at all levels.
Detail oriented, excellent project management and organizational skills, and the ability to prioritize and work independently. Strong initiative and problem-solving skills, able to anticipate needs before they arise, and resolve issues quickly.
Strong multi-tasking skills and an ability to work well under pressure. Ability to respond rapidly and resourcefully to workload fluctuations.
Highly developed customer service skills with a positive can-do attitude, and an ability to project a professional image while developing strong, effective relationships.
Sophisticated command of Microsoft Office Suite products, especially Outlook, Word, Excel, and PowerPoint. Experience with other Microsoft products a plus.
Technological proficiency to understand and quickly learn business platforms for membership (e.g., Impexium), event registration (Cvent), accounting and bill paying (Bill.com and Divvy), timekeeping (Clicktime), communications (Adobe, Canva, Greenvelope, Wordpress, etc.) and other related business purposes. Enjoys adopting and learning new technologies.
High level of credibility and integrity.
Strong, demonstrated skills in verbal and written communications.
Comfortable working in a small office environment; hands-on work style and approach.
Experience preparing timely, accurate, and comprehensive written reports.
Self-starter, proactive, and persistent; assumes initiative and is flexible and resourceful.
Positive, cheerful, and intellectually curious.
Able to travel and to work some evenings and weekends.
