The Society to Improve Diagnosis in Medicine (SIDM) catalyzes and leads change to improve diagnosis and eliminate harm, in partnership with patients, their families, the healthcare community, and every interested stakeholder. http://www.improvediagnosis.org
The Program Assistant and Event Coordinator provides administrative support for SIDM internal and external stakeholders including staff, donors, members, event attendees, committee members, and others. The Program Assistant also serves as the grant program administrator and administrator for the Coalition to Improve Diagnosis. The Program Assistant provides support for event management and tracks attendees and speakers.
Compile reports showcasing financial and programmatic status of all proposals and externally-funded projects.
Create and maintain database with terms, conditions, reporting and compliance requirements of grants and contracts.
Ensure project leads are aware of upcoming commitments and current financial status of projects.
Maintain contract and form templates that follow legal requirements and best support the mission of SIDM.
Support of the Coalition to Improve Diagnosis and Development Team
Maintain member list and utilize CRM to track actions, projects, and quantitative/anecdotal progress of Coalition members.
Maintain Coalition related accounts in CRM, including project lists, donor records, call notes, correspondence, gift acknowledgements, etc.
Assist in staffing Coalition meetings, develop agendas, coordinate schedules, collect presentations and take minutes of meetings.
Run metric reports to demonstrate success for relationships - in concert with other staff - as well as periodic assessments of Coalition members' satisfaction.
Track corporate, institutional and organization membership renewal dates, assist with renewals and maintain up to date documents and membership lists used in publications and on the website.
Assist in other projects and tasks in support of the Coalition and Development Team as assigned.
Serve as lead staff negotiating contracts, coordinating logistics, booking hotel, meeting rooms, arranging catering, off-site restaurants, parking, etc. for meetings, convenings and events.
Assisting volunteers, committee and board members with booking airfare, hotel, and other travel arrangements for relevant events.
Assist with logistics for annual conferences, as needed.
Other administrative support for SIDM conferences, convenings, Board and committee meetings, and other SIDM events as assigned by supervisor.
Manage speaker requests, schedule, coordinate and track speaking engagements, collect presentations, bios and files needed for engagement.
Coordinate with the Chief of Staff to process contract and expense reimbursement agreements.
Communicate with event representatives (grand rounds, conferences, webinars and other presentations) to schedule, confirm, and manage all aspects of individual speaking events, including venue and date selection; evaluate and arrange for audio/visual equipment with vendors based on program requirements.
Maintain accurate records for all programs, including logistical details.
Actively participate in required conferences and staff meetings.
Protect SIDM’s value by keeping information confidential.
Update knowledge by participating in educational opportunities; maintaining networks; participating in professional organizations.
Perform other duties as assigned by supervisor.
Chicago-area (preferred). Virtual office at this time, change to flexible in- and virtual office days in the future. Occasional work on evenings and weekends as needed.
This position requires availability during business hours, Monday through Friday.
Smoke- and drug-free environment.
Some work at off-site locations may be required and those may not necessarily be fully accessible.
This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines. Employee is regularly required to talk, hear, stand, walk, use hands to finger, handle or feel; and reach with hands and arms.
SIDM is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. SIDM does not discriminate against any individual with respect to the terms and conditions of employment based on that individual’s race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. SIDM is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.
Job experience requirements
Exceptional customer service skills.
High level of proficiency with Microsoft Office applications (Outlook 365, Excel, Word, PowerPoint, Teams).
Experienced user of Customer Relationship Management software (CRM) systems, familiarity with Neon CRM a plus.
1-5 years’ experience working in a non-profit environment or similar position.
Event registration management experience, particularly with medical conferences, is a plus.
Specific skill sets
Comfortable in a fast-paced environment.
Attention to detail and the ability to work individually and proactively, within a multi-disciplinary team, as well as with external partners and vendors.
Ability to work in collaboration and cooperation with others, particularly team colleagues.
Self-reliant, good problem solver, and results oriented.
Ability to creatively find solutions to challenges.
Ability to anticipate, manage and resolve conflicts.
Ability to make decisions in a changing environment and anticipate future needs.
Strong team player with a customer service approach and is solution-oriented.
Passion for SIDM’s mission.
Telecommuting is allowed.
Additional Salary Information: We offer a compensation package that includes health and dental insurance benefits. We have generous leave and a flexible work schedule.
About Society to Improve Diagnosis in Medicine
The Society to Improve Diagnosis in Medicine (SIDM) catalyzes and leads change to improve diagnosis and eliminate harm from diagnostic error. We work in partnership with patients, their families, the healthcare community, and every interested stakeholder. SIDM is a 501(c)3 not for profit organization. https://www.improvediagnosis.org/