Governance and Affiliate Relations Specialist - AAOS : Job Details

You have an enthusiasm for governance and desire to make a significant impact within a dynamic organization. As a key member of our Governance Department, you will provide specialized support and perform a wide range of detailed administrative tasks for the Chief Governance Officer. Your contributions will be essential in maintaining the integrity and efficiency of our governance processes. This role offers a unique opportunity to work closely with senior leadership, gaining invaluable insights and experience in high-level governance operations. You embody maturity, discretion, and professionalism, thriving in a collaborative environment. Meticulous and initiative-taking, you are excited about making a meaningful difference as part of a team that values excellence and innovation in governance.

If this sounds like you, please read on!

Provides specialized support to the Governance Department. Performs a wide variety of detailed administrative tasks for the Chief Governance Officer, relating to Board of Directors activities and provides overall support and oversight on a number of key governance related initiatives throughout the Governance Department. Requires maturity, discretion, and professionalism.

• Provides specialized support to the governance staff in support of several key initiatives and through interactions with key volunteer leaders.
• Responsible for development and distribution of Board communications relating to all Board activities. Prepares meeting notice and detailed schedule of events for Board activities and works closely with the Integrated Operations Team to ensure that hotel accommodations are secured, and confirmation numbers are shared with the Board of Directors per protocol.
• Works closely with Team Members to oversee specialized aspects relating to governance initiatives of the department including oversight of the coordination relating to the International Education Programming. Identifies AAOS members to serve as AAOS faculty for the approved International Education Programs annually. Prepares and distributes all communications to invited faculty and follows-up to confirm participation. Prepares schedule and oversees management and planning of travel for all faculty to the international programs. Prepares and distributes faculty schedule prior to travel and follows-up to ensures that expenses are submitted in a timely manner. Oversees and tracks faculty evaluations and maintains faculty database for future solicitation of international faculty. Oversees the registration process for International Presidents and ensures that appropriate communications about Annual Meeting events are distributed in a timely manner. Oversees international presidential communications throughout the year.
• In conjunction with Volunteer Engagement Manager, oversees the solicitation of IDEA Grant applications. Identifies and develops necessary platform for submission of applications, track grant applications, and compiles all necessary information in support of the IDEA Grant Program for distribution to the Diversity Advisory Board members.
• Processes Resident Delegate applications throughout the year including submitting information into member management system and communicating with applicants.
• Serves as subject matter expert and the point of contact for website design of the governance pages and ensures that all governance website pages are relevant and up to date.
• Oversees and manages the development and distribution of the Presidential Line Master Calendar (PLMC) and ensures accuracy of all meetings. Oversees and maintains highly confidential and non-routine communications for the Presidential Line. Prepares and distributes all calendar invites on all key meetings relating to the Presidential Line and Board of Directors.
• Oversees the development of the annual Presidential Line travel protocol guidebook relating to international travel. Reviews international meeting schedule and alerts appropriate staff on potential conflicts for meeting dates. Prepares necessary communications in response to international meeting invitations sent on behalf of Presidential Line. Responsible for identifying, securing, shipping, and tracking all related details germane to sending the official gifts from AAOS to international society presidents as part of the AAOS Presidential Line travel.
• Serves as point of contact for the Carousel Group. Manages all coordination and communications of the Carousel Group participation at the AAOS Annual Meeting. Develops appropriate communications to ensure Carousel Group has required information needed for attendance at the AAOS Annual Meeting. Oversees the annual calendar of Carousel Group meetings and distribution to all Carousel Group members. Develops necessary background information required in preparation for AAOS Past President to attend Carousel Group meetings.
• Serves as Staff Liaison to the AAOS Awards Committee and manages the overall process to solicit nominations for the various AAOS Awards. Works closely with Awards Committee Chair to develop meeting agendas and compiles necessary background materials for the awards process. Develops evaluation matrix that aligns with the award criteria for ease of scoring by Awards Committee members.
• Assists department staff as needed with Annual Meeting preparation. Attends Annual Meeting to support governance initiatives.
• Provides administrative support as needed for the National Orthopaedic Leadership Conference / Fall Meeting to include review and submission of expense vouchers following meetings. Provides additional support for on-site registration process as needed.
• Develops and maintains appropriate departmental filing system to ensure that all governance related documentation is easily accessible to the Governance staff.
• Performs a wide variety of administrative and clerical tasks such as securing meeting space and catering for in-house meetings, scheduling virtual meetings and prepare necessary shipments as needed in preparation for meetings. Develops and maintains appropriate departmental filing system to ensure that all governance related documentation is easily accessible to the Governance Team.
• Provides overall department support when Governance Department staff members are at the Annual Meeting or other off-site meetings.

Exemplifies the following essential values of the Academy:

• Teamwork: Effective collaboration and team-focus to solve complex problems and drive innovation.
• Empowerment: The authority, information, and skills to make decisions and drive results.
• Accountability: Ownership of process and results that drive decisions and ensure implementation.
• Mindset of Growth/Continuous Learning: Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable.

Travel:

• Up to 15 days per year

Qualifications:

Required:

• High School Diploma or equivalent, plus two years or more of college.
• 3-5 years of experience as an administrative assistant with proven communication and customer service skills.
• Excellent oral and written communication skills.
• Maturity and discretion.
• Proficiency with Microsoft Office software.
• Excellent organizational skills.
• Collaborative team member.

Desired:

• Bachelors degree
• Association experience

Salary Range: $65,000-70,000

Join us in shaping AAOS success! If this resonates with you, apply today by sharing the following:

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Resumes must be accompanied by a cover letter with salary expectations to be considered.

Please note:

This hybrid position is based in Rosemont, Illinois and is open to applicants who are able to commute weekly to this office.

Applicants must already be authorized to work in the United States on a full-time basis. We are unable to sponsor or take over sponsorship of work visas.