Events & Office Administrator (Part-Time)

Ohio Academy of Family Physicians | Columbus, Ohio

Position Summary: 

The Ohio Academy of Family Physicians (OAPF) is seeking applications for the position of Events & Office Administrator. This role will support the organization by sharing responsibility for supporting the preparation of OAFP events and CME programs to include: Family Medicine Workshop; Annual Membership Meeting, Family Medicine Celebration; Chief Resident Workshop; Regional CME Programs; Regional Ten State Conference (in years when Ohio serves as host); Strategic Planning events; and other programs/events identified.

Duties and Responsibilities: 

  • Creating meeting promotional copy for weekly e-newsletter and website as assigned
  • Managing pre-event registration, registration confirmation, and any subsequent communications to registrants
  • Handling duplication of meeting materials and packet preparation
  • Preparing name badges, as needed
  • Managing onsite meeting registration, as needed
  • Managing materials and communicating effectively for the OAFP staff who will work the onsite meeting
  • Packing, unloading and setting up meeting supplies and equipment for events, as needed
  • Creating meeting evaluations and tabulating post-event results.

Priority Area: American Board of Family Medicine (ABFM) Knowledge Self-Assessments (KSAs)

Reports to: Director of Foundation & Strategic Programs

Shares responsibility for supporting the preparation and execution of the OAFP’s KSA programs – both in-person and virtual formats including:

  • Creating meeting promotional copy for weekly e-newsletter and website as assigned
  • Managing attendee registration through Cvent and the ABFMs chapter dashboard
  • Creating and managing the WebEx training software for all virtual KSAs
  • Working with the Director of Foundation & Strategic Programs to collaborate with AAFP chapter partners as assigned.

Priority Area: Office Administration

Reports to: Executive Vice President (50 percent of time)

Administrative Responsibilities:

  • Serves as a point person for OAFP’s contract bookkeeper
  • Works with OAFP staff to reconcile credit card receivables through and Cvent, ensuring that all activities are coded appropriately to match each program or member service
  • Scan in all physical (paper) documents into the cloud-based platform for OAFP’s bookkeeper to access
  • Facilitates OAFP’s and OAFP Foundation’s credit card transactions
  • Reconciles OAFP’s credit card/receipts and applies internal account codes
  • Maintains all OAFP forms and templates for easy internal and external communications with members and vendors (invoice template, check requests, etc.)
  • Purchases necessary groceries and orders appropriate catering services for office-based board meetings
  • Assists with various office duties such as running errands to supplier locations and ordering materials needed for meetings and programs
  • Orders office supplies
  • Provides mail management, including logging, coding and scanning checks
  • Other office-based management duties as assigned.

Preferred Education and Skills

Hard skills:

  • Bachelor’s degree with one to three years of relevant work experience or commensurate work experience is preferred
  • Knowledge of Windows software applications (Microsoft Word, Excel, Outlook, PowerPoint), Cvent software and other meeting management software with understanding of how to run pertinent reports

Soft Skills:

  • Dedication to quality and attention to detail
  • Prioritizes work to complete all responsibilities efficiently and on time
  • Maintains a cooperative attitude, remains flexible to changes and strives to maintain harmonious relationships with OAFP staff, members, contracted vendors and all others who come into contact with the OAFP
  • Self-starter with strong organizational skills, ability to prioritize and multi-task in order to accomplish identified goals/deadlines
  • Ability to work independently with minimal supervision
  • Dependable, punctual and a team player
  • Flexibility to work occasional weekends or evenings
  • Ability to work within a hybrid (virtual/in-office) setting

About OAFP: 

The Ohio Academy of Family Physicians is a statewide professional association with 5,200 members, including practicing family physicians, family medicine residents, and medical students. Since 1948, the OAFP has represented the professional interests of Ohio family physicians, provided postgraduate medical education, and encouraged medical students to enter this field and to advance the patient-physician relationship. The OAFP is one of the largest, most active chapters of the American Academy of Family Physicians.

To Apply:

Interested applicants should send a cover letter with their resume by Nov. 18 to Executive Vice President, Kate Mahler, CAE at or by mail to OAFP | 4075 N. High St. Columbus, OH 43214.

Deadline to apply is Nov. 18, 2022.

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