What are the responsibilities and job description for the Senior Manager of Administration, MDS position at Executive Director, Inc.?
Senior Manager of Administration
CLIENT ASSOCIATION(s): International Parkinson and Movement Disorder Society (MDS)
POSITION REPORTS TO: Executive Director, MDS
DIRECT REPORTS: Administrative Coordinator
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Senior-Level, Supervisory
CLIENT/DEPARTMENT OVERVIEW:
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of more than 12,000 influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s disease and movement disorders through education and research.
JOB OVERVIEW:
The Senior Manager of Administration plays a key role in supporting the governance, leadership, and operations of the Society. This position works closely with the Executive Director to prepare and coordinate leadership meetings, manage governance documents (including bylaws and policy manuals), and support MDS leadership and groups with timely communication and follow-up.
In addition to governance support, the Senior Manager oversees administrative processes such as staff onboarding, recordkeeping, and organizational systems. The role also works with the Executive Director on financial oversight, including budget processes, audit preparation, and serving as a liaison to the Finance Committee and advisory firm.
This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while exercising discretion and sound judgment.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
This position maintains a high level of responsibility, exercising discretion and sound, independent judgment in leading projects and performing assigned tasks. The ideal candidate will:
EDUCATION/EXPERIENCE:
TRAVEL REQUIRED:
Up to 4 weeks per year, including some international travel; some early morning/evening and weekend work required.
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) is a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Occasional lifting of up to 50 lbs. may be required.
ADDITIONAL INFORMATION:
Early-morning or late-evening meetings with international leadership may be required
Work hours onsite during MDS Meetings may include evenings and weekends
CLIENT ASSOCIATION(s): International Parkinson and Movement Disorder Society (MDS)
POSITION REPORTS TO: Executive Director, MDS
DIRECT REPORTS: Administrative Coordinator
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Senior-Level, Supervisory
CLIENT/DEPARTMENT OVERVIEW:
The International Parkinson and Movement Disorder Society is a non-profit medical professional society of more than 12,000 influential clinicians, scientists, and other healthcare professionals from around the world dedicated to improving the care of patients with Parkinson’s disease and movement disorders through education and research.
JOB OVERVIEW:
The Senior Manager of Administration plays a key role in supporting the governance, leadership, and operations of the Society. This position works closely with the Executive Director to prepare and coordinate leadership meetings, manage governance documents (including bylaws and policy manuals), and support MDS leadership and groups with timely communication and follow-up.
In addition to governance support, the Senior Manager oversees administrative processes such as staff onboarding, recordkeeping, and organizational systems. The role also works with the Executive Director on financial oversight, including budget processes, audit preparation, and serving as a liaison to the Finance Committee and advisory firm.
This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while exercising discretion and sound judgment.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
- Association Governance & Leadership
- Provide support to the Executive Director, Leadership, and other committees of the Society
- Assist with the preparation of leadership meetings and teleconferences, as well as facilitate the writing and distribution of minutes and action items
- Ensure timely and accurate content review and dissemination for leadership, including regular leadership updates, reports, and other collateral
- Coordinate the Leadership Orientation process
- Support the Executive Director with preparation for annual leadership meetings (including but not limited to the membership business meeting, strategic planning meetings, Board elections and awards, Board meetings, etc.)
- Coordinate changes to the association Bylaws and Leadership Manual and ensure proper recordkeeping
- Prepare and edit correspondence, communications, presentations, and other documents
- Schedule and coordinate MDS Officers, International Executive Committee, and other (committees, etc.) meetings, conference calls, including agenda preparation and meeting/event logistics.
- Administration
- Provide oversight on new staff onboarding
- Oversee the maintenance and accuracy of electronic files
- Ensure the accuracy and appropriate maintenance of the policy manual, procedure manual (or wiki), and self-audit in accordance with leadership approvals and changing needs
- With the Administrative Coordinator, provide oversight and management for the general MDS info box
- Finance
- With the Administrative Coordinator, provide staff guidance for income/expense coding processes, manage the use of the association credit cards, assist with monthly financial reconciliations, and perform other duties as needed
- With the Executive Director, provide liaison support to the Finance Committee and the financial advisory firm
- Manage audit process, including the collection of materials and working with appropriate leadership committees for review
- Other duties as assigned
This position maintains a high level of responsibility, exercising discretion and sound, independent judgment in leading projects and performing assigned tasks. The ideal candidate will:
- Have great attention to detail
- Be responsive to internal and external contacts
- Be well-organized and comfortable with record-keeping
- Have impeccable communication skills
- Be adaptable to changing needs
- Possess a natural curiosity and desire to seek solutions
EDUCATION/EXPERIENCE:
- Bachelor’s degree, previous association management experience and familiarity with nonprofit boards of directors preferred
- Project management, meeting/event planning and communications experience strongly desired
- Excellent organizational and verbal and written communication skills required
- Word processing and spreadsheet skills in MS Office environment essential
TRAVEL REQUIRED:
Up to 4 weeks per year, including some international travel; some early morning/evening and weekend work required.
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) is a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
Occasional lifting of up to 50 lbs. may be required.
ADDITIONAL INFORMATION:
Early-morning or late-evening meetings with international leadership may be required
Work hours onsite during MDS Meetings may include evenings and weekends
