Chapter Meeting Specialist
Reports to: Associate Director, Member & Chapter Engagement
Department: Volunteer Engagement
SOCIETY OF HOSPITAL MEDICINE SUMMARY
Hospital medicine is a medical specialty dedicated to the delivery of comprehensive medical care to hospitalized patients. Practitioners of hospital medicine include physicians (“hospitalists”) nurse practitioners, physician assistants and other providers who engage in clinical care, teaching, research, or leadership in the field of general hospital medicine. In addition to their core expertise managing the clinical problems of acutely ill, hospitalized patients, hospital medicine practitioners work to enhance the performance of hospitals and healthcare systems.
The Society of Hospital Medicine (SHM) is a professional medical society representing more than 17,000 hospital medicine professionals in the United States and around the world.
SHM offers educational resources, clinical and practice-related publications, networking communities and professional development resources to help hospital medicine professionals thrive and deliver exceptional care to patients.
JOB SUMMARY
The Chapter Meeting Specialist plays a key role within the Volunteer Engagement Team, supporting the planning, coordination, and execution of chapter events nationwide. SHM Chapters are organized geographically into 12 districts and 4 regions, serving as important hubs for localized networking and education. In this role, the Chapter Meeting Specialist collaborates closely with the Chapters Manager, Associate Director of Member & Chapter Engagement, and cross-departmental colleagues to ensure chapter activities run efficiently and deliver high-quality experience for members.
DUTIES & ESSENTIAL JOB FUNCTIONS
- Coordinate and provide administrative support for the day-to-day operations of SHM Chapters across the country.
- Build relationships with and provide exceptional customer service and support to volunteer chapter leaders and members.
- Review chapter meeting notification forms and conduct timely follow-up when clarification or additional details are needed from the volunteer leaders.
- Maintain a spreadsheet that tracks all chapter meeting details.
- Create event registration pages and manage chapter leader user accounts. Provide chapter leaders with instructions to check in attendees on-site.
- Assist with the promotion of chapter meetings.
- Assist with documentation collection required for chapters applying to receive joint-providership for Continuing Medical Education (CME) for events.
- Share chapter meeting display opportunities with industry partners and track confirmed exhibitors.
- Collect and process exhibitor contracts and payments for chapter events.
- Collect, review, and process all chapter-related reimbursement requests and submit invoice requests for exhibitor payments.
- Collect and route venue contracts for internal approval, provide signed contracts and payments to meeting venues, and conduct follow-up with the meeting venue when necessary.
- Collect and share chapter meeting receipts with the Finance Department.
- Export and archive chapter meeting attendance lists on the shared drive.
- Assist the department with chapter-related projects as needed.
QUALIFICATIONS
- Bachelor’s degree in communications, marketing, business administration or related field.
- 1+ years’ experience in volunteer/association management or related professional setting (experience working with membership society and engaging with volunteer leaders a plus).
- Experience using databases and/or association management software systems (Personify360 a plus).
- Proficiency with Microsoft office programs required.
- Organized and detail-oriented with the ability to work a project from start to finish. (create project plans a plus)
- Strong oral, written and interpersonal skills
SHM OFFERS:
- Competitive compensation package
- High-energy, business casual atmosphere (hybrid environment)
- Location near public transportation just north of Center City Philadelphia
- Opportunities for leadership, professional development, and career advancement
Interested candidates should include a resume and cover letter including salary requirements.
SHM is an Equal Opportunity Employer and does not discriminate on the basis of race, gender, ethnicity, religion, sexual orientation, national origin, age, physical or mental disability, or veteran status.
Job Type: Full-time
Pay: $22.00 - $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: Hybrid remote in Philadelphia, PA 19130
