American Society of Colon and Rectal Surgeons (ASCRS)

Do people see you as a trusted and dependable source of current information? Are you detail oriented and interested in an opportunity to stretch, focus, and create value by delivering exemplary member service? Are you interested in supporting a variety of projects while gaining experience as you build your association career? Do you want to apply your skills on behalf of a highly respected medical specialty society? Are you looking for the right opportunity to contribute in a meaningful way? Would you like to work with a smart, collaborative, and committed team in a fully virtual environment?

If the answer is yes to the above, this position may be right for you!

The American Society of Colon and Rectal Surgeons (ASCRS) is seeking a Governance Specialist for this full-time exempt position. We are searching for a motivated professional with a minimum of 3-4 years of governance experience, preferably in a medical/health care association or other membership organization. The position requires a versatile professional who is well organized and a self-starter, who combines administrative expertise with experience in good governance practices. You can address/resolve sometimes complex or sensitive issues quickly, using a clear, thoughtful manner and “member first” service perspective. The Specialist will interact daily with ASCRS member leaders and staff colleagues and should have a strong sense of ownership and accountability with the drive to continually learn and grow professionally.

What is ASCRS?

The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents more than 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. We provide members the opportunity to network and attend educational sessions to hone their skills and expand their contacts. For more information about our organization please visit us at www.fascrs.org.

What is the Opportunity?

Reporting to the Director, Research Foundation and Governance, the Governance Specialist supports Society governance, and the Research Foundation governance. The Specialist works directly with members of the Executive Council, Executive Committee, Research Foundation Board of Trustees, committee members, grant applicants and recipients. The Specialist will develop strong, trusted relationships with staff in all departments to support their governance work.

Key Responsibilities

The Society (ASCRS)

• Working with the Director and the Executive Director, provide direct support for the elected Executive Council. Draft and support the e-distribution of agendas and agenda materials. Handle arrangements for invited speakers. Demonstrate judgment and discretion appropriate to the circumstance.
  • Produce meeting minutes. Work with the Executive Director and elected member secretary to manage the editing and approval process for the minutes.
  • Working with the Executive Director, support the annual orientation process for elected leaders, committee leadership and committee members.
  • Maintain the compendium of actions by the Executive Council.
  • Maintain the Executive Council staff action summary.
  • Update and maintain current Society governance policies and procedures. Assist in identifying policy and procedure gaps.
  • Create and update Standard Operating Procedures (SOPs) for internal processes.
  • Provide support for Society committees staffed by the Director.
  • Ensure the accuracy of information about elected leaders and Research Foundation committee members in the member database and on the website.
  • Create governance-related surveys using Survey Monkey.
  • Order governance awards, certificates, and gifts.
  • Process expense reimbursements and vendor invoices.
  • Manage the development of PowerPoint slide decks Executive Council meetings and related events at the ASCRS Annual Scientific Meeting.
• Provide back-up for the Project Specialist Member Services. As needed, respond to and resolve member requests for assistance, ensuring that calls and emails are acknowledged within 24 business hours.
• Provide back-up for the Administrative Specialist for scheduling and general assistance.

The Research Foundation

• Working with the Director and the Executive Director, provide direct support for the elected Board of Trustees. Schedule board and committee meetings. Draft and support the e-distribution of agendas and agenda materials. Handle arrangements for invited speakers. Demonstrate judgment and discretion appropriate to the circumstance.
  • Support the Director with meeting minutes. As requested, work with the elected member secretary to manage the editing and approval process for the minutes.
  • Working with the Director, support the nomination and election process for Foundation leaders. Support committee member appointments to ensure timely completion of all appointment activities.
  • Maintain the compendium of actions by the Board of Trustees.
  • Update and maintain current Foundation policy and procedures. Assist in identifying policy and procedure gaps.
  • Create and update Standard Operating Procedures (SOPs) for internal processes.
  • Provide support for Foundation committees staffed by the Director.
  • Ensure the accuracy of information about elected Foundation leaders and committee members in the member database, and on the website.
  • Create governance-related surveys using Survey Monkey.
  • Order governance awards, certificates, and gifts.
  • Process expense reimbursements and vendor invoices.
  • Support the administrative process to record donations to the Society Education Fund and produce reports, and draft acknowledgement letters to donors. Keep letters up to date.
  • Manage the development of PowerPoint slide decks for Board of Trustee meetings and for related events at the ASCRS Annual Scientific Meeting.
• With limited assistance from the Director, manage the administrative support process for Foundation grants and awards programs, confirm submission of required documentation, track and report on the status of applications. Learn and practice the confidentiality required to ensure blind review of grant applications by the Research Committee.
  • Work with the Director and the Marcom Department to promote grants and awards application deadlines. Ensure that information on related webpages is kept current.
  • Respond promptly to email and calls from grant applicants and awardees. Assess the issue and the urgency seeking guidance as necessary to resolve issues. Determine the best solution and/or refer to appropriate staff or member volunteer leader as appropriate.
  • Support the correspondence with grant applicants (successful and unsuccessful). Create and maintain files for each grant awarded.
  • Order and handle logistics for promotional and marketing items in conjunction with fundraising campaigns.