Program Specialist, District & Section Activities

American College of Obstetricians and Gynecologists•Washington, DC

2d•$52,000 - $62,000•Hybrid

About The Position

The Program Specialist is responsible for supporting the daily operations, programmatic initiatives, administrative logistics, and events and activities related to programs and projects. Position objectives include: network and collaboration with leadership and stakeholders to ensure alignment with program mission, goals, and objectives; plan and execute logistics for program activities and projects, including meeting logistics, reporting, and other deliverables; assist with program initiatives to promote program growth; and develop and maintain positive relationships with internal and external stakeholders. Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Requirements

Excellent coordination skills. Demonstrated success in managing high volume of tasks and multiple projects simultaneously, and experience creating detailed administrative and logistical tracking systems
Strong written and oral communication skills
Proficient in MS Office applications, knowledgeable of Adobe Acrobat
Ability to work with others, to meet deadlines and to handle a diverse workload
Demonstrated ability to set own priorities, follow through on assignments without supervision, and show good judgment and attention to detail
Good telephone manner and ability to relate well to a variety of people
Ability to travel
Bachelor’s degree required.
2-3 years office experience with project management-related activities. Experience with women’s healthcare issues strongly preferred

Responsibilities

Provide logistical and programmatic support to ensure successful implementation of initiatives and department activities including Fellow Elections and Medical Student activities.
Maintain working knowledge of program resources, guidelines, and training materials and update with new resources as needed with input from leadership.
Assist with the preparation of reports for assigned projects.
Triage and coordinate responses to email and phone inquiries regarding program(s) activities.
Schedule meetings and conference calls as necessary and develop agendas for calls and meetings.
Assist in the development and editing of promotion plans, including social media content and other electronic media resources, email blasts, newsletters, fact sheets, posters, tool kits, and other materials, in collaboration with leadership and appropriate ACOG teams. Share promotional materials and activities with outside organizations as applicable.
Manage and maintain up to date content on program webpage(s) keeping the content current and consistent with guidelines from ACOG and cooperative partners. Ensure web links are accurate and develop new content as needed.
Help prepare materials, letters, presentations and reports for Annual District Meetings and the Annual Clinical and Scientific Meeting. Keep record of past and future district meeting dates, times, and locations.
Provide administrative support for virtual events (webinars, orientations, etc) and in-house meetings.
Assist with ADM meeting app and speaker presentation submissions.
Create certificates for outgoing volunteer leaders (for every district)
Transcribe, proofread, finalize and distribute correspondence and meeting minutes. Maintain subject files for multiple projects, program budget expenditures, and enter expenses in ACOG’s online platform. Copy correspondence and documents. Coordinate mailings and order supplies.
On-going review and updates to rosters and meeting charts, and other materials. Prepare materials for review and distribution.
Manage and distribute charts for interim and annual district advisory council meetings. Update charts with attendance of ACOG ELT and Presidential officers.
Support management of the District and CDC sharepoint sites.
Schedule staff meeting appointments and maintain the DSA calendar.
Manage the department expenses by updating various payments and withdrawals weekly. Compare reports from FSC monthly and pull officer travel from ATC.
Perform other duties as assigned.