What are the responsibilities and job description for the Administrative Coordinator, HOPA position at EDI - Executive Director Incorporated?
Administrative Coordinator
CLIENT ASSOCIATION(s): Hematology/Oncology Pharmacy Association, HOPA
POSITION REPORTS TO: Director of Administration
DIRECT REPORTS: None
EMPLOYEE STATUS: Non-Exempt, Full-time (37.5 hours per week)
ROLE TYPE/LEVEL: Entry Level
CLIENT/DEPARTMENT OVERVIEW:
The Hematology/Oncology Pharmacy Association (HOPA) supports pharmacy practitioners and promotes and advances hematology/oncology pharmacy to optimize the care of individuals affected by cancer. HOPA’s vision is that all individuals affected by cancer have a hematology/oncology pharmacist as an integral member of their care team.
HOPA supports approximately 4,000 members who primarily work in the United States in a variety of practice settings. HOPA is accredited by the Board of Pharmacy Specialties (BPS) to provide Board Certified Oncology Pharmacist (BCOP) credit as well as the Accreditation Council for Pharmacy Education (ACPE) to provide continuing education credit for maintenance of licensure and provides approximately 200 hours of BCOP and ACPE credit annually. Credit hours can be obtained online or live, including at the Annual Conference, which hosts approximately 1,600 attendees each year
JOB OVERVIEW:
Provides general administrative and project support to multiple departments within the Association. Reporting to the Director of Administration, this position also works closely with the Director of Strategic Partnerships to carry out assigned responsibilities. This role plays an important part in ensuring the smooth operation of organizational functions by supporting staff, the Board of Directors, volunteer leaders, and Strategic Partnerships initiatives.
POSITION RESPONSIBILITIES (37.5 hours/week):
- Administration Support (50%)
- Serve as a flexible administrative resource across departments, providing support based on organizational priorities and workload demands.
- Provide day-to-day administrative support and coordinate general office activities, including scheduling, calendar management, correspondence, and responding to inquiries.
- Assist with the planning, coordination, and logistical support of meetings, events, conferences, and other organizational activities.
- Maintain accurate and up-to-date databases, records, and key operational documents.
- Support financial administrative processes, including invoice processing, expense reimbursements, and record maintenance.
- Coordinate purchases, inventory, and related resources as needed.
- Collaborate with staff across the organization to ensure administrative processes and systems operate efficiently and consistently.
- Provide professional and responsive customer service to staff, members, volunteers, vendors and other stakeholders.
- Assist with special projects, organizational initiatives, and cross-functional activities as assigned.
- Strategic Partnerships Support (50%)
- Coordinate logistics for meetings (scheduling, agendas, minutes, follow-up action items).
- Maintain and update partnership database about existing and potential partners, including contact details, partnership details, contract records, and deliverables status.
- Assist with partnership contracts including tracking agreements, payments, invoicing, deliverables, and renewal milestones.
- Process payments for external organizational memberships, external collaboration projects, and other projects.
- Draft and send routine correspondence to internal and external stakeholders
- Support preparation of partner-facing materials (decks, one-pagers, progress reports) by assembling, formatting, and proofreading content.
- Compile and organize research on current and prospective partners.
- General
- Carry out assignments and responsibilities as directed by the Director of Administration and Director of Strategic Partnerships.
- Identify opportunities to improve administrative processes and support the implementation of operational efficiencies.
- Other duties as assigned
SKILLS AND QUALIFICATIONS:
- Outstanding interpersonal, organizational, and communications skills.
- Highly motivated with the ability to manage multiple projects and prioritize to meet multi-faceted and sometimes rapid deadlines.
- Familiarity of project management and customer relation management tools.
- Basic data entry and database maintenance.
- Able to work successfully in a team environment.
- Previous association management experience and/or familiarity with nonprofit boards of directors a plus.
EDUCATION/EXPERIENCE:
Education – Two-year degree required, bachelor's degree preferred.
TRAVEL REQUIRED:
Potential travel of up to 1 week per year.
WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Occasional lifting, up to 50 pounds.
ADDITIONAL INFORMATION:
Some evening and weekend work may be required.