Advocacy Operations Manager

03 Sep, 2019


Advocacy Operations Manager

American Society of Anesthesiologists (ASA)
Washington, DC

The American Society of Anesthesiologists (ASA) is a medical association which serves a growing membership of more than 53,000 physician anesthesiologists, medical students and care team members. At ASA, we strive to be the best medical society in the world by offering superior educational opportunities and resources. Colleagues in Washington D.C. fiercely advocate on behalf of our members and strive to implement and enhance policies that benefit physician anesthesiologists and the specialty. At ASA we’re collaborative, dedicated to our members, committed to excellence and continuously improving. As a testament to these values we were named one of Chicago’s Best & Brightest Companies to Work For® in 2018 and 2017, and a winner of the 2018 and 2017 Best and Brightest Companies to Work For in the Nation®. To further strengthen the organization, we’re seeking individuals who are talented, knowledgeable, motivated and agile. If these qualities resonate with you, you may be the perfect addition to our growing staff!

Position Summary:

Manage high level administrative and project support to the Chief Advocacy and Practice Officer (CAPO) and all administrative operations of the D.C. location office including facilities management. Perform advanced and confidential executive-level managerial support duties requiring broad experience, skill and knowledge of ASA’s policies and practices. Manage the flow and exchange of information, streamline interactions with staff and key stakeholders and facilitate initiatives on behalf of the CAPO.

Direct the day-to-day responsibilities of the administrative function to meet deadlines, monitor long range goals and projects, and provide expertise in managing all administrative tasks within the DC location office. Develop and implement sound administrative strategies and tactics that promote excellence in the administrative staff responsibilities. Communicate with a high level of finesse, diplomacy and professionalism with a variety of stakeholders, including physician members, key executive staff, Committee Chairs, members of the Executive Committee and the Board of Directors of the ASA. Organize own work and teams work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimal supervision. Manage administrative staff by demonstrating expertise in a variety of concepts, practices and procedures.

Primary Position Responsibilities:

·        Manage comprehensive executive-level administrative support to Chief Advocacy and Practice Officer to include support for various initiatives of ASA (i.e. Committee-related projects).
·        In consultation with the Chief Advocacy and Practice Officer, oversee and manage all administrative operations of the D.C. office. Provide work direction to administrative staff and manage work processes to ensure equitable distribution of work. Assign, monitor, and review progress and accuracy of work. Manage and track work/projects to ensure completion of assigned tasks and follow through. Provide technical guidance to staff on complex issues. Ensure adequate staff levels to cover for absences and peaks in workloads. Coach and promote staff development and training of administrative staff to increase and maintain a high standard of competencies.
·        Manage the Chief Advocacy and Practice Officer’s priorities and arrange and schedule meetings, prepare agendas, book travel and ensure appropriate follow-up. Prepare schedules for AMA meetings, ASA annual meeting, Practice Management and the Legislative Conference.
·        Manage the preparation of the Advocacy Division annual budgets. Monitor the budgets to track expenditures. Process invoices and assure timely payment in coordination with the Finance Department guidelines.
·        Handle confidential and non-routine information. Respond to routine requests for information and determine which requests should be referred to key staff.
·        Direct and manage DC Office building space needs and facilities requirements. Work with ASA Schaumburg’s Facility Manager to optimize vendor relationships and provide consistent policies/procedures across offices. Responsible for DC office vendor relationships.
·        Develop correspondence materials including letters, proposals, reports and emails.
·        Process and prepare cash expense and American Express reports. Review for accuracy all cash expense and American Express reports for staff who are direct reports to the CAPO.
·        As assigned by the Chief Advocacy and Practice Officer, serve as support liaison for ASA committees which may include meeting logistics, agenda and minutes.
·        Provide support for Chief Advocacy and Practice Officer activities in other professional organizations.

Position Qualifications:

·        Bachelor’s degree in business or related field.
·        Minimum 5 years previous experience as senior level executive assistant.
·        Previous supervisory experience required.
·        Healthcare or association experience preferred; knowledge of working in the Washington, DC governmental affairs environment a plus.
·        Proficient in Microsoft Office applications, webinars, web portal (SharePoint) activity, and other productivity focused supervisory experience required.
·        Ability to understand and interpret finance and budget management reports.
·        Ability to identify and resolve problems in a timely manner; gathers and analyzes information skillfully and maintains confidentiality.
·        Ability to establish productive relationships with staff and members, coupled with the ability to work in harmony and collaborate effectively as part of a team to improve processes.
·        Demonstrate accuracy and thoroughness and monitor own work to ensure high quality results.
·        Adapt to changes in the work environment, manage competing demands and able to deal with frequent change, delays or unexpected events.


Travel Required

YesUp to 10% air travel required.
Learn more here

Job posted: 2019-09-03