Office Administrator

American College Of Cardiology Foundation
parental leave, paid time off, tuition assistance
United States, D.C., Washington
2400 N Street Northwest (Show on map)
Feb 27, 2025
Provide administrative support to the Clinical Registry + Accreditation Division (Division) of the American College of Cardiology (ACC) including meeting scheduling and event planning; office supply procurement and management; and general support of the Business Operations functions of the Division. This role will interact with a wide variety of stakeholders including members (Cardiologists) and senior team leaders of Division. This position is based in Washington, DC where we have a hybrid work environment (roughly 40% of the time in the office). Major Duties and Responsibilities: Provide meeting and event support: Support division vice president throughout the year as well as select division staff on a project basis with scheduling conference calls & meetings, preparing pre-meeting materials, proof-reading & providing post meeting materials, and other activities and tasks, as requested For in-person and hybrid meetings and events, book meeting space, procure food and beverage & handle all logistics (e.g., provide guest list to ACC security for badges, parking instructions, provide external guests with information about meeting location, prepare ride share vouchers, enforce ACC health and safety policies and protocols, provide note taking, etc.) Book (or support staff or member) in booking travel arrangements including hotels (via ACC's Meetings, Events and Logistics team, Concur expense reporting system, or travel agent) including opening and administering travel authorizations in collaboration with accounting department Schedule and/or provide logistical support for web-based meetings Create agendas, name badges, table tents, menus, printed materials for workshops, etc. Track attendance at meetings and trainings and report back to People Operations Manage complex schedules Assist with annual conference and/or large division meetings Provide administrative support for the Division and support in-office and remote staff, including: Be the main point of contact for business operations questions regarding supplies, events and travel Maintain division files, resources, and communication channels (e.g., SharePoint department pages on the Pulse intranet, MS Teams, etc.) Research cost effective vendors for and order office supplies and organize storage supply area Follow project timelines and keep teams on task to complete milestones according to schedule Assist with select tasks related to onboarding of new staff Vendor management, which may include reviewing agreements, completing disbursement vouchers, and submitting invoice payment requests Complete monthly reconciliation of Division's credit card statement and, at direction of Team Lead, managing utilization Process expense reports for 20 + members Administration of Division allocations for employee activities as well as approved travel funding Liaise with administrative colleagues internally to address staff and member needs and collaborate with staff, members, and partners Work on special projects, as directed Required Qualifications: High school diploma or GED and four years of experience as an administrative assistant Excellent calendar management skills and history of complex scheduling Excellent interpersonal, verbal and written communication skills Independent with creativity and energy Able to work on multiple projects and prioritize tasks with strong time and task management skills Ability to thrive in a fast-paced environment and operate with a sense of urgency Proficient in Microsoft office products including Outlook, Word, Excel, PowerPoint and SharePoint; comfortable with other computer-based applications Comfortable with web conferencing platforms (e.g., MS Team, Zoom and WebEx) Experience in a customer service role Desired Qualifications: Associate or Bachelor's degree in business administration or similar field plus two years experience in an administrative role Prior experience as an office administrator Bookkeeping experience SharePoint Administrator experience About Us: At the American College of Cardiology, we bring our hearts to work. We are a 500-person organization dedicated and committed to our mission to transform cardiovascular care and improve heart health for the past 70 years. When you join our team, you become part of a passionate culture that envisions a world where innovation and knowledge optimize cardiovascular care and outcomes. Every day, we are committed to supporting our more than 56,000 members and their patients around the globe and in doing so, ensure our staff have a positive environment of teamwork, collaboration, professionalism and excellence. To learn more about why ACC has been recognized as one of Modern Healthcare's Best Places to Work in Healthcare please visit our site at:www.acc.org/jobs. What We Offer: ACC values all members of our College family, including ACC staff. As the foundation of the organization, ACC staff enjoy world-class benefits and a culture of work-life balance. Our benefit offerings include insurance (medical, dental, vision, basic life, and short- and long-term disability, and supplemental options), generous paid time off (pre-loaded vacation and sick, 12 holidays and an organizational shut-down during the last week of the year, parental leave, 2 community service days, and half-day summer Fridays), tuition assistance and a very competitive 10% retirement contribution after a year of service, and much more! You can visit our careers site for an overview of our full offerings: https://www.acc.org/about-acc/jobs-at-the-acc. Please note that these offerings may change at any time. ACC believes in fair and equitable pay. Multiple factors are taken into consideration when we determine what salary to offer a selected candidate. These factors include, but are not limited to, the scope and responsibilities of the role, the selected candidate's work experience, education and training, as well as internal equity, market, and business considerations. Our salary ranges differ based on the cost of labor in the local market where the job will be performed. For this role in Washington, DC (and other high-cost of labor markets if applicable, including California, Colorado, Illinois, Maryland, New York, Washington) the target base salary range is: $60,000 - $65,000. The salary ranges for other locations in the US will vary based on the local labor market; ACC's Recruitment Team will be able to provide more information to candidates during initial discussions. COVID Considerations: As an employer in the public health space, and an organization that serves members who are essential medical personnel, ACC requires all staff to be fully vaccinated against COVID-19 upon hire. Proof of vaccination will be required. Individuals can request an exemption from this requirement due to a medical condition or sincerely held religious belief, and those requests for reasonable accommodations will be evaluated individually. ACC is proud to be an equal opportunity and affirmative action employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees. All employment is decided on the basis of qualifications, merit and business need. Equal Opportunity Employer, including individuals with disabilities and veterans. ACC is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact Crystal Nott, Sr. Director, People Resources & Engagement atcnott@acc.orgor (202)375-6423.