This position provides administrative and operational support to the Executive Director in the following areas:
OAFP Program support: 50%
Administrative support: 25%
OAFP Foundation support: 25%
OAFP Program & Administrative Responsibilities
Manage new member onboarding, membership reporting, and membership recruitment efforts.
Event and meeting planning including room and AV setup and food and beverage selection, interaction with site representatives, and coordination with external stakeholders for attendance and scheduling.
Understands and effectively communicates Oregon Academy of Family Physicians’ and OAFP Foundation’s mission, vision and values to a variety of audiences, both external and internal.
Understands and adheres to OAFP’s policies and procedures.
Annual travel within Oregon to support OAFP Annual Family Medicine Weekend; quarterly weekend board meetings and some extended workdays (scheduled far in advance).
Develops and maintains positive relationships and communicates professionally with members and external customers.
Completes a wide variety of administrative and clerical assignments, some of which may be confidential and time-sensitive in nature.
Schedules meetings and appointments, works with Executive Director to prepare meeting agendas, ensures availability of meeting materials; support OAFP Board meetings by taking notes and drafting minutes.
Conduct membership recruitment and retention activities following time frame requirements, including data entry, executing member outreach, correspondence and follow-up.
Maintains OAFP-specific member database as appropriate, and OAFP business contacts and mailing database.
Schedules meetings with state and federal legislators for advocacy events throughout the year.
Works independently and with Executive Director on special nonrecurring and ongoing projects.
Performs related duties as required and assigned.
OAFP Foundation Responsibilities:
Staff foundation activities at related meetings (fundraising events).
Annually update grant applications; assist in tracking disbursement of funds.
Work with Foundation Manager to maintain fundraising campaign records, track pledges, send reminder notices of pledges due, send acknowledgements of donations received.
Key Performance Indicators:
Complete work accurately and timely.
Build and maintain mutually beneficial relationships.
Quality and skill at prioritization —use accuracy and attention to detail in all work while recognizing which work to prioritize while meeting deadlines and expectations.
Systems thinking—develop and maintain processes that can and will be reused and replicated, although not always in the exact manner as before.
Communication—possess strong written, verbal, listening, reporting, and presentation skills.
Interpersonal—build relationships with donors and organization leaders; act as a team player, and resolve conflict while maintaining relationships.
Self-development—stay abreast of trends/developments in the association management industry and fundraising field; be forward thinking.
Problem solving, decision making, leadership, ethics, using common sense, research, self-awareness, organizational, planning and prioritization, analysis, critical thinking, tolerance of ambiguity.
Flexible hours, remote workplace, generous retirement contribution, combined PTO, short-term disability insurance, benefit allowance, phone allowance, bonus structure.
College degree or relevant experience.
2-3 years minimum experience.
Meeting and event planning experience a plus.