Administrative Manager

You enjoy using your solid administrative skills to support and enable those around you to succeed, while using a collaborate mindset. You manage many tasks simultaneously in a dynamic environment, never losing sight of utilizing your excellent listening and communication skills. You have the innate ability to work independently, while exercising initiative and using sound decision making. Your strategic mindset allows you to respond quickly to changing needs and priorities. You understand the importance of developing a rapport with everyone around you, always using a positive mindset with professionalism and discretion.

If this sounds like you, please read on!    

The Administrative Manager performs a wide variety of complex and detailed administrative tasks with minimum guidance and often in a confidential fashion.  Welcomes visitors, answer phones, handles mail, does data entry and word processing, also prepares correspondence and reports. Processes all bills and reimbursement vouchers.  Interacts with all vendors, maintains office equipment and supplies.  Provides staff support and coordination for a variety of department projects, including preparation and shipment of materials to AAOS meetings. Requires the ability to multi-task and prioritize projects, with accuracy and attention to detail.

Performs detailed and complex administrative tasks with minimum guidance and often in a confidential fashion.  Works independently in a variety of areas including, but not limited to:

• Greeting visitors, receiving and screening telephone calls and arranging internal and external conference calls;
• Handling both incoming and outgoing mail, reviewing, and circulating correspondence;
• Assisting with coordination of department meeting agendas, meeting planning and minutes;
• Putting together committee binders and meeting materials as needed by Office of Government Relations (OGR) staff;
• Establishing and maintaining department files;
• Maintains a high level of skill with databases, word processing, spreadsheet, and presentation software.  This includes the MS Suite of products including Word, Excel and Power point; Budget/Accounting software such as Expensify, Personify, grassroots software, phone systems management and Cision. Manages and coordinates travel schedule and calendar for the Executive, OGR and related activities requiring attention to detail;
• Assists with scheduling of calendar, meeting agendas and preparation, logistics, travel, and reserving of hotel and car rental when asked by Executive or Business Leads, OGR.
• Works with several service departments, interacts with vendors, including the ordering of supplies, stationery and computer accessories.
• Codes all bills and submits reimbursement vouchers to the Finance Department and other accounting responsibilities as required.
• Prepares correspondence as needed and maintains department files.  Maintains a high level of skill with word processing, including proofing/editing skills and the ability to set up formats.
• Plans and coordinates events for the OGR Office (that are held at the OGR Office).
• Assists colleague in the Meetings department with all DC Office events, in relation to the planning of functions, food, and tent rentals, and provides on-site support for events with external attendees – greeting guests, setting up meeting space, and providing logistical support of the event.

Provides support and assistance with:

• A variety of special assignments as directed by the Board of Directors and/or the office of the Chief Executive Officer related to work groups, project teams, and task forces.
• A variety of special assignments as directed by the Executive, Government Relations such as, reviewing and making edits to the coding book
• Provides weekly Excel sheet updates within the current congress scorecard of new cosponsors for the Legislative team.
• Works with legislative team to keep grassroots software updated and functional
• Communicates often with property manager and the business lead for Integrated Ops to ensure that AAOS DC property is taken care of and services for the property is complete.
• Assist staff and visitors to accommodate them with parking passes at local church near AAOS.
• Updates the AAOS Hub with pertinent information for the department.
• Coordinates with all Business Leads to keep the OGR section of the AAOS website fully updated

 Exemplifies the following essential values of the Academy:

• ·         Teamwork: Effective collaboration and team-focus to solve complex problems and drive innovation.
• ·         Empowerment: The authority, information, and skills to make decisions and drive results.
• ·         Accountability: Ownership of process and results that drive decisions and ensure implementation.
• ·         Mindset of Growth/Continuous Learning:  Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable.

 Travel:

 Up to 10 days per year

Qualifications:

Required: 

• Undergraduate degree or equivalent work experience
• Minimum of three years of experience in office management
• Proven administrative and organizational abilities, includes ability to draft correspondence and other complex documents with minimum direction.
• Excellent oral and written communication and interpersonal skills. 
• Word processing/presentation/spreadsheet experience

Desired:

• Undergraduate degree in business, communications, or other relevant degree; or Associate degree 

If this describes YOU, please apply by sharing the following:   

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Resumes must be accompanied by a cover letter with salary expectations to be considered. 

Please note: 

This position is based in Washington, D.C. and is open to applicants who are able to commute to this office.

AAOS requires all employees to be fully vaccinated against COVID-19. An applicant(i) who is disabled or who has a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request a reasonable accommodation. This determination will be made on a case-by-case basis and in accordance with applicable law and public health guidance. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state, and local laws. Exemptions from the vaccine policy may also be provided to fully remote positions that do not involve any business travel or in-person work activities.