The American Urological Association (AUA), the premier urologic association providing support to the urologic community, is currently searching for an energetic, detail-oriented candidate for our Administrative Assistant position in the International Programs department providing administrative support.
This position provides educational programming and administrative support to the International Programs department by planning activities and coordinating logistics for AUA’s expanding international educational programs including faculty management, administration of exchange and visiting scholar programs, and activities associated with AUA’s Annual Meeting. Operates within IP’s budgets for assigned educational activities and adheres to SOPs, policies, procedures and guidelines. Interacts with all AUA departments specifically with the Executive Office, Industry Relations, Office of Education, Conventions and Meetings staff. Attends AUA’s Annual Meeting under the supervision of the International Programs Senior Manager, if needed.
The individual in this position will:
Handles planning and logistical details for assigned International educational activities.
Coordinates domestic and international travel for AUA’s Assistant Secretaries, Guest Lecturers and Host Country Liaison obtaining travel visas when necessary.
Coordinates faculty management for AUA’s international educational programs including drafting/tracking invitations, thank you letters, and reimbursements; researching/booking travel and visa processing/assistance; drafting comprehensive delegation schedules and arranging local logistics.
Supports IP managers with the identification and collection of existing educational content.
Coordinates shipping of international exhibit booth materials and in-kind donations to designated meeting locations, working closely with appropriate AUA departments.
Coordinates AUA’s educational exchange and resident travel programs
Coordinates the processing, tracking and selection of AUA exchange and visiting scholar program applications.
Facilitates communications and travel logistics for exchange scholars including flights, housing, ground transportation, travel insurance, hosting requirements, etc.
Collaborates with the IP Manager to match exchange scholars to host institutions in North America and fulfilling industry partner sponsorship requirements.
Coordinates Annual Meeting logistics for exchange scholars and residents including hotel, meeting registration, schedules, and participation in Resident Bowl, etc.
Works with International Programs and Member Services staff to increase opportunities for group (block) membership from the global urologic community and serves as the main point of contact for these efforts.
Administers initial outreach of AUA’s international group (block) membership opportunities.
Coordinates the group (block) membership process with international organizations including obtaining completed applicant lists, endorsement letters, supplemental documents needed to complete the membership application process and provides this information to the Member Services team. Assists Member Services in communicating with international societies for any outstanding issues, etc.
Provides day-to-day administrative support to the International Programs department and responds in a timely fashion to designated priorities.
Receives and routes telephone calls, email messages and incoming mail; records appropriate messages, and communicates issues with appropriate staff. Responds to general email inquiries received via email@example.com
Maintains international calendars/travel schedules, coordinates domestic and international travel itineraries, and updates international society contact information in Personify.
Assists with meeting preparation for regular teleconferences and face-to-face meetings.
Liaises with Executive Office regarding international travel schedules and logistics with AUA Secretary and other Officers as needed. This includes researching/booking international travel coordination of hotel, and ground transportation arrangements.
Communicates appropriate information to the Finance Department and SunTrust when AUA’s delegation is traveling internationally. Maintains an accurate listing of reimbursement, check and wire requests submitted for processing.
Working at AUA is more than just being technically proficient. We also look for candidates who possess the following competencies:
Planning and Organization
Focus on Quality
Attention to Detail
What we have to Offer
We strive to create a positive experience for employees through our commitment to effective talent acquisition and onboarding, talent management and career development, providing a positive working environment, and our focus on physical, mental, and financial wellness. We offer a highly competitive total compensation package that includes medical, dental, and vision insurance; discretionary contribution and 403(b) plans; generous leave program; paid holidays; sick leave; on-site gym; company-paid life, LTD, and STD insurance; beautiful facility; very generous contributions to continuing education and tuition reimbursement.
We welcome interested and qualified candidates to apply for this position by visiting our Career Center. No relocation is available for this position.
To be Successful
Candidates must be able to provide superior service delivery while working in a fast-paced, detail-oriented environment. It is essential that the individual in this role have strong organizational, database and communication skills. In addition:
1-3 years project management experience, maintaining timelines and managing multiple projects required; education experience a plus.
Minimum of 1 year in medical education preferred;
Familiarity with non-profits/medical associations/medical terminology a plus;
Ability to work with minimal supervision and as a member of AUA/IP team;
Takes initiative and has willingness to take ownership for assigned work;
Ability to organize and track documentations for multiple projects;
Ability to work in a fast paced environment, ensuring deadlines are met;
Excellent organizational skills including attention to detail;
Excellent verbal and written communication skills required;
Must be customer focused;
Proficient level of Microsoft Office Suite including Word, Excel and PowerPoint;
Professional attitude and appearance required;
Must be available for occasional weekend and/or extended hours as required;
Desire and ability to learn/understand cultures around the world.
About American Urological Association
About the American Urological Association: Founded in 1902 and headquartered near Baltimore, Maryland, the American Urological Association is a leading advocate for the specialty of urology, and has more than 22,000 members throughout the world. The AUA is a premier urologic association, providing invaluable support to the urologic community as it pursues its mission of fostering the highest standards of urologic care through education, research and the formulation of health policy.