American Society of Plastic Surgeons
For Medical Professionals
 

Administrative Assistant – LRSA

Are you an organized professional who thrives in a fast-paced environment? Do you work well in a supporting role that has a variety of responsibilities? If so, ASPS has the perfect position for you!

This position is considered 100% remote. Our headquarters is in Arlington Heights, IL.

Basic Function

This position provides administrative support for the Senior Vice President, COO and Executive Director of the Plastic Surgery Foundation, and the Governance, Government Affairs, Health Policy, Quality and Research Departments. Responsible for assisting with project tasks, establishing and maintaining electronic filing systems, developing reports, processing expenses and invoices and coordinating meetings and logistical activities for division committee and staff events.

What You Will Do

  1. Provide administrative support to the LRSA Division and key project initiatives of the Senior Vice President, COO and Executive Director of the Plastic Surgery Foundation.
    • Support committee scheduling and meeting preparations
    • Process member travel reimbursement
    • Process shipping and postage orders
    • Coordinate print requests through the ASPS Document Center
    • Compile LRSA promotional materials for ASPS traveling exhibits
    • Process invoices and check requests
    • Prepare expense reports for EVP, Senior Vice President and Directors as requested
    • Oversees the management of the EVP's calendar and coordination of EC member calendars for ASPS / PSF commitments.
    • Assists EVP and HR Director with scheduling the Compensation Committee Meeting held at the Annual Meeting. Works with Meetings Department to reserve President's Room and send Outlook invites to participants.
  2. Support the administration of the divisions' physician-led committees.
    • Assist in the committee application and appointment process and ensure all committee member documentation is finalized (e.g., COI disclosures, Confidentiality and Work Product Agreements)
    • Schedule committee meetings/calls via email and electronic scheduling tools (e.g., Doodle polls) and provide meeting preparation support
    • Prepare meeting materials (e.g., agendas, place cards); update electronic committee site management with documents.
    • Provide logistical assistance to committee volunteer leaders
    • Process member travel reimbursement
  3. Support the Government Affairs Department in the following areas:
    • Assist with logistical coordination and meetings materials preparation for advocacy events, including the Advocacy Summit and regional Fly-Ins
  4. Support the Health Policy Department in the following areas:
    • Assist with logistical coordination and meetings materials preparation for ASPS's participation in the American Medical Association's House of Delegates and other related AMA activities
    • Assist with logical coordination for ASPS CPT and RUC meetings
    • Assist with logistical coordination for the annual Professional Liability Insurance and Patient Safety Committee Meeting
  5. Support the Quality Department in the following areas:
    • Workgroup formation
      • Assist in workgroup application and screening process.
      • Download all applicant COI forms from Aptify, enter all reported conflicts in Excel
      • Manage collection of workgroup agreements
      • Work with Membership Dept to obtain non-member credentials
      • Submit workgroup member data to Governance for creation of guideline workgroup roster
    • Research Workflow support
      • Download requested articles from scientific journals with electronic access
      • Check online resource, DeepDyve, for full text of specified articles
      • Submit article requests via Interlibrary loan, download and rename files upon receipt
      • Other support
      • Coordinate response to requests for Endorsement, including dissemination of Agree-II tool via Surveymonkey
      • Tracking invoices and organizational professional membership statuses
      • Manage article submission process using PRS's Editorial Manager
  6. Support the Research Department in the following areas:
    • Provide assistance to the Research Grants program through:
      • the review of PSF Investigator-Initiated application materials
      • checking and tracking BRA Grant applications and BRA Fund awardee reports
      • administration of REC and scholarship programs/activities
      • supporting logistical preparations for the PSF Study Section
      • Update the PSF "Meet the Investigators" website content with new awardees
      • Provide data entry project support for the annual ASPS National Clearinghouse of Plastic Surgery Procedural Statistics
      • Assist with Focus Group scheduling and coordination
      • Maintains electronic filing for executed agreements relating to the PSF clinical registry program and other research-related activities
      • Mail promotional gift items related to raffles or contests
  7. Provide Administrative support for the Senior Vice President, COO and Executive Director of the Plastic Surgery Foundation
    • Assist with planning meetings/conference calls and disseminating reports
    • Schedule team meetings and update SharePoint site in support of ASPS Ops Team activities
    • Provide assistance for the ASPS Wound Fellowship match process by organizing program applications for scoring/review and collating site applications
    • Mail and track physical and electronic responses related to IDE document submissions to industry partners and regulatory bodies
    • Submit required documentation to Finance in support of payments to sites for participation in PSF IDE study

Other duties as assigned by supervisor.

What You Will Need

Education

Bachelor's degree preferred.

Experience

Three years of related experience required. Knowledge of nonprofit organizations or any of the division areas (government affairs, health policy, quality or research) preferred. Ability to work independently as well as part of a team is essential.

Skills

Requires strong computer skills specifically in Microsoft applications (Word, Excel, Outlook, PowerPoint). Working knowledge in Concur and Asana a plus. Excellent oral and written communication skills required; must have excellent interpersonal skills. Demonstrates creativity, enthusiasm and is a team player. Familiarity with using proposal CENTRAL a plus.

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