Office Coordinator – Washington Academy of Family Physicians

Status: Exempt
Reports to: Executive Vice President

Provide administrative and program support for WAFP Committees as assigned. Coordinate research and program development for committees as needed/required.
Prepare quarterly dashboard reports for our Boards: financials, investments, membership demographics, medical student programing and CME programing
Coordinate Pre-Med Student Mentorship Program (quarterly) from reviewing and qualifying applicants to collecting evaluations
Coordinate Student & Resident activities and events, including managing scholarship and stipend programs
Event coordination (around 10 events per year):
Assist EVP with planning of all meetings and conferences. Research locations, negotiate hotel/venue contracts, coordinate meeting logistics.
Operate as point person for catering, A/V, and any outside contractors.
Help solicit and manage speakers, and special guests at continuing medical education (CME) events.
Create/Update online registration forms for events, link to payment portals, and track registration.
Handle day-to-day administrative duties
Serve as primary point of contact for inbound communications
Be responsible for general office upkeep
Manage checks received and bills due
Oversee filing of electronic and physical documents filing in compliance with WAFP record retention policy
Manage administration of office equipment, including software and printer
Other Duties: The Office Coordinator will perform all other duties as assigned. Occasional travel and weekend meeting attendance required.

Skills and Qualifications:
Strong organization skills
Strong oral and written communication skills
Ability to multi-task cheerfully
Previous experience working for a non-profit, member-based organization(s) or medical association(s) is a plus.
Experience in the health care field is a plus.
Working knowledge of and experience with Microsoft Office Suite: Word, Excel, Publisher, Access, PowerPoint
Adobe suite: Acrobat Pro (necessary), Photoshop and/or Lightroom (a plus)
HTML – some knowledge is useful for WAFP website and Formstack registration site
Working environment:
Casual, flexible office environment with core requirements of professional attitude, maintaining respectful and responsive relationships with five colleagues and all WAFP members, and the collaborative and strategic skills to advance WAFP’s missions and goals.
WAFP values a diverse workforce; is an EOE.
Location: Bellevue, WA
Hours: Full-time (40hrs/week)
Compensation: DOE
Application process: Send resume and cover letter to; please use “Office Coordinator” in the subject line. No phone calls, please.


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