How to Apply
Candidates should submit a resume and cover letter together as a single electronic document.
This individual performs a variety of complex administrative duties to support the daily operations required to efficiently manage the office of a professional scientific society, the American Society for Virology, consisting of over 3500 members. It includes, financial management of income and expenses, and meeting planning and organization to assist in the numerous obligations required of the Society’s Secretary-Treasurer. This individual will complete duties and responsibilities as described below to provide cost effective, high quality assistance in the Society’s administrative functions.
The job responsibilities include routine and non-routine accounting tasks: maintain and manage the Society’s accounting records; assist with annual audit and projected budget preparations; assist with document preparation for tax filing; maintain 4 separate bank accounts (e.g., verify entries, monitor receipts and disbursements, reconcile statements, input data); process checks for services and travel reimbursements; prepare reports to determine budget projections.
Supervise maintenance of Society’s membership database, collection and deposit of dues payments made by credit card and checks. Prepare monthly income reports and provide assistance/information regarding policies and procedures. Assist in grant preparation and progress reports to agencies for support of the meeting, prepare other items pertaining to the Society’s 501c3 (non-profit) status.
Assist in organizing and planning of Society’s annual meetings, Council meetings, special events and projects; attend annual meetings of the Society and its Council; record minutes of Council and Annual meetings (total of 4 per year) and prepare written documents for membership and historical records. Duties include but are not limited to: communicating with speakers; making travel and hotel arrangements; preparing and distributing itineraries and fliers; planning breakfasts and lunches; and making dinner reservations.
Assist in updating and maintaining the Society’s website and desktop publishing of professional forms, scientific programs, annual meeting call for abstracts booklet, meeting poster, newsletters, brochures, electronic election ballot design and administration, certificates/awards and plaques. Negotiate with vendors for services and contracts. Review Society annual meeting contracts and budgets for costs and services with Secretary-Treasurer and host universities within the United States and Canada. Assist and relieve Secretary-Treasurer of routine and non-routine administrative duties as needed.
Independently compose correspondence, prepare meeting minutes, respond to and resolve membership inquiries and direct personnel in assisting with services to members. Order office supplies and service/maintenance of equipment, organize office files, answers telephone, opens and distributes mail.
Impact on the organization: By maintaining accurate membership and accounting records, and handling other administrative duties necessary in the daily operation of this non-profit membership society, this person allows the Secretary-Treasurer more time to perform other duties related to the Society’s mission.
The position is initially for five years, and may be longer if the Society office (and Secretary-Treasurer) remains at the University of Michigan.
Bachelor’s degree with a minimum 2-3 years experience. Ability to travel to out-of-town locations for meetings, including two weekends/year (possible flexible schedule and work-from-home arrangement negotiated based on candidate and office’s needs).
- Bachelor’s degree with 3-5 years experience including account reconciliation and event planning.
- Able to work independently, be self-motivated, and be proactive.
- Able to multitask and prioritize (e.g., reconcile many accounts, prepare grant submissions , meeting organization and scheduling events/itineraries simultaneously) and maintain a high degree of confidentiality
- Excellent verbal and written communication skills
- Highly organized with excellent interpersonal skills
- Knowledge of accepted general office practices and protocols unique to accounting, meeting organization, and interaction with membership
- Extensive knowledge and experience in Microsoft Excel, Word, Power Point and Outlook; FileMaker Pro and preparation of spreadsheets
- Knowledge of updating and maintaining a website
- Maintain an attendance record without patterned absences and demonstrate flexibility in work schedule
- Promote a spirit of teamwork through effective communication, cooperation, and collaboration
This is a 5-year, term-limited appointment. At the end of the stated term, the appointment will terminate and will not be eligible for Reduction in Force (RIF) benefits.
University of Michigan Health System conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in a compliance with the Fair Credit Report Act.
The University of Michigan Health System improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.