Bookkeeper

Pennsylvania State Nurses Association

Purpose
Responsible for handling the fundamental aspects of PSNA’s and its related foundation financial recordkeeping, including recording financial transactions, managing accounts payable and receivable, reconciling bank statements and payroll, and completing reports to comply with local and state requirements.

Position Responsibilities

1. Assist the CEO in preparing the total Association and Foundation annual budgets.
2. Prepare special financial analyses for the CEO and the Board of Directors as requested.
3. Maintain accounts receivable and accounts payable, general ledger entries, maintenance and reconciliation, cash, payroll management, monthly financial statements, and budgeting.
4. Prepare the bi-weekly payroll and submit it to the approved payroll processor for all Association organizations.
5. Balance and reconcile all financial accounts on a monthly basis and close at the end of the fiscal year.
6. Prepare monthly report and budget comparison for all accounts for the CEO and each PSNA department head.
7. Keeps accurate records of the Association’s investment program.
8. Prepare all work papers and information requested by the Association’s external reviewers, as required.
9. Evaluate the effectiveness of fiscal operations and recommend appropriate course(s) of action to the CEO.
10. Prepare for and attend PSNA/NFP Board meetings and any other association/foundation as directed by the CEO.
11. Administer the ICHRA health reimbursement plan, life insurance, short and long-term disability insurance, and retirement plans (401k) for the Association and Foundation employees.
12. Prepare invoices for PSNA/NFP as necessary.
13. Perform other duties as assigned by the CEO.

Education, Training, and Experience Required for the Position
Minimum associate or bachelor’s degree in accounting, finance, or business with at least four years of continuous bookkeeping experience. Preparation of monthly financial reports, investment procedures, payroll, and quarterly reports to state and federal agencies is required. Experience with Sage and/or QuickBooks software and Excel is required.

Salary and Hours

• $35-$37 per hour based on experience
• 15-25 hours per week

Contact:
Kelley Richwine
Email: [email protected]
Phone: 717-963-1394

Association Meetings Manager – Independent Contractor

Maryland Veterinary Medical Association

The Maryland Veterinary Medical Association (MDVMA) is a respected and innovative state-wide association dedicated to fostering collaboration and growth within Maryland’s veterinary profession. We are seeking a highly motivated and experienced Meetings Manager to join our team of part-time independent contractors and play a crucial role in planning and executing impactful events that bring our members together. If you are passionate about creating meaningful connections and have a strong background in event management, we'd like to hear from you.

Job Summary:
As an Association Meetings Manager, you will be responsible for strategizing, planning, and overseeing meetings and events designed to engage, educate, and connect our association's members. Your role will involve end-to-end event management, from program development to post-event assessment. The ideal candidate will have a strategic mindset and exceptional organizational skills to ensure that events align with the association's goals and deliver value to our members. 

Key Responsibilities:

• Take the lead in the planning and execution of association events, conferences, and meetings, ensuring they align with member interests and contribute to the association's objectives.
• Collaborate with Continuing Education Committee to create event agendas, content, and speaker selections.
• Prepare and manage event budgets, track expenditures, and provide regular updates to ensure events remain on budget.
• Research and select suitable venues and negotiate contracts as needed.
• Oversee registration processes, manage attendee lists, and provide excellent customer service to event participants.
• Identify, evaluate, and manage relationships with sponsors and industry supporters.
• Oversee all logistical aspects of events, such as BEO’s, audio-visual requirements, and on-site coordination.
• Ensure that events comply with legal requirements and association policies.
• Analyze event success, gather feedback from participants, and create post-event reports.

This position averages 5-6 hours a week. January through June are the heaviest months in terms of hours spent working.

Requirements:

1. Home must be no more than three (3) hours’ drive time to central Maryland
2. Not currently employed full-time
3. Independent contractor (1099-NEC) agreement
4. Own a reliable laptop or desktop computer
5. Maintain your own Microsoft desktop license for business applications (Word, Excel, etc.)
6. Home office, work remotely

The ideal candidate will have:

1. Certified Meeting Planner designation (preferred).
2. Proven experience in association meetings management or related roles.
3. Strong organizational and project management skills.
4. Exceptional communication, negotiation, and interpersonal abilities.
5. Strong attention to detail and a passion for delivering valuable member experiences.
6. Proficiency in Microsoft Office Suite.
7. Ability to travel to events during the week and weekends
8. Ability to work some daytime, weekday hours
9. Ability to work independently with minimal oversight.

Compensation:
Up to $40 an hour with opportunity for future increases. Independent contractors are paid once a month.

How to Apply:
Please submit a letter of interest and your resume to [email protected] with the subject line "Meetings Manager."

Questions can also be sent to [email protected].

Chief Executive Officer

Pennsylvania Osteopathic Medical Association

The Pennsylvania Osteopathic Medical Association (POMA), one of the largest and most prestigious state osteopathic medical associations with approximately 7,000 members, eight staff, and an annual operating budget of $2 million is seeking a new Chief Executive Officer upon the retirement of its current Chief Staff Executive in June 2024.

POMA has partnered with Vetted Solutions, an executive search firm, to help us find a new CEO to lead the 501(c)(6) membership organization and also serve as the Executive Director for POMA’s 501(c)(3) Foundation.

The new CEO will join an organization with a strong staff, an engaged Board of Directors, a desirable headquarters, and a healthy reserve. This is an outstanding opportunity for a strong and experienced organization leader to continue to build the brand of a vibrant organization and focus efforts on increased member engagement and satisfaction.

This is an exceptional time for osteopathic medical profession to build greater awareness and engagement as Americans take a renewed interest in building and supporting health through proactive, preventative, and holistic care, which is a philosophy of osteopathic medicine that we endorse and practice.

POMA is located in Harrisburg, PA in a recently remodeled headquarters building, which includes meeting space for POMA meetings and other outside events. POMA has gone through a period of restructuring where its headquarters, governance, and staff have been reviewed and updated as needed, and governance training and review continues in present day.

Click here to view the full position profile.

For confidential consideration, please email your resume and cover letter to: [email protected] or call +1 202 544 4749.

Meeting Manager

PA Medical Society

To Apply Go To: www.pamedsoc.org/jobs

Position Title: Meeting Manager

 Division/Department: Total Excellence in Association Management (TEAM)

Reports to: Senior Meeting Manager

Classification: Full Time, Exempt                                                                          

POSITION SUMMARY: 

This position works as part of a team of meeting managers to handle all of the meeting management (virtual and in-person) needs of the TEAM client organizations. This position is responsible for all aspects of association meeting planning and event coordination, ensuring that ongoing and new meetings requested by clients are professionally managed and  clients are satisfied with the department’s meeting services. This position will also coordinate with client Executive Directors.

QUALIFICATIONS:  Required Skill/Education/Knowledge: 

• 3 to 5 years of meeting planning experience, Medical meeting experience with CME process and management a plus
• Bachelor’s Degree preferred
• Knowledge of industry standards and practices
• Interpersonal skills
• Well-developed verbal and written communication and negotiation skills
• Ability to handle multiple priorities
• Skilled in Microsoft Office Products including TEAM, Outlook, Word, PowerPoint and Advanced Excel
• Ability to follow and maintain budgets
• Ability to work in a deadline oriented, high pressure environment
• Valid State Issued Driver’s License

SPECIAL REQUIREMENTS: 

This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.

ESSENTIAL DUTIES: 

1. Serve as liaison between Executive Directors, Association Coordinators, Program Chair, Board, faculty/speakers, meeting facility (usually hotels), exhibitors, and attendees to assure that all aspects of the meeting are successfully coordinated.
2. Management of the site selection process which may include the development of RFP’s, completing site comparisons, and analyzing proposals. Makes recommendations to the Program Chair and Board for the meeting dates and sites.
3. Negotiate the procurement and contract process by identifying vendors, products and services, and contract terms with meeting facilities to assure that client organizations are receiving the most favorable terms and prices possible; this includes the identification of outside contractors such as audio visual and production companies, drayage and decorating services, air and ground transportation, destination management companies, virtual and hybrid meeting technologies, etc.
4. Coordinate with TEAM marketing department for pre-meeting publicity, which may include securing mailing lists, preparing advance postcards, advertisements and journal notices, meeting registration brochures, and electronic notices.
5. Develop and/or coordinate with outside vendors and TEAM marketing department for meeting websites and meeting applications.
6. Create and adhere to detailed timelines to ensure that all aspects of the meeting proceed in a timely manner.
7. Identify problematic situations which may arise during the meeting planning process, including deviations from the timeline, and call them to the attention of the Executive Director and/or Program Chair, as appropriate.
8. Coordinate with TEAM marketing department for corporate financial support with exhibitor and sponsorship opportunities.
9. Plan and coordinate all special events which occur in conjunction with the meeting, including receptions, banquets, award presentations, golf or tennis tournaments, spouse/child events, tours, etc.
10. Procure, manage, and coordinate with internal departments for educational grants and sponsorships, completing applications, reviewing agreements, adhering to restrictions within funding agreements, preparing detailed revenue/expense budget for each educational grant, reporting back to the grantor and others regarding the use of those funds.
11. Coordinate registration for the meeting and optional events.
12. Be well versed in virtual and hybrid meeting platforms.
13. Act as primary liaison with meeting facility and personnel  to assure details of their participation, including arrival/departure times, confirmation of honorarium, travel and lodging arrangements, AV needs, securing necessary CE forms, post-meeting thank you letters, etc., are in place.
14. Oversee all on-site management, from planning to wrap-up, by maintaining a physical presence for the duration of the event; identifying and solving all problems which may occur during the meeting.
15. Prepare detailed revenue/expense budget for meeting, assure adherence to budget, process and track all expenses and revenue, prepare post-meeting financial report for Executive Director and Board review. Budgets range from hundreds of dollars to hundreds of thousands of dollars.
16. Secure CE credits as necessary, to include maintaining familiarity with CE regulations, completing all paperwork, obtaining disclosure forms from faculty and vendors, resolving potential conflicts as needed, and developing evaluation forms, etc.
17. Interact with meeting management team to share ideas, identify solutions to problems, keep up with developments in the profession, and offer support and assistance to ensure that client meeting needs are being met.
18. Work cooperatively with the team of meeting managers, assisting each other as necessary during peak periods.
19. Model company culture by advocating with a supportive attitude, educating people while respecting them and their ideas, and navigating using active listening skills.

ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.                                                     

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Frequent standing, walking, pushing carts, bending, stooping, squatting, and climbing ladders or stairs. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: inspection of machinery, viewing a computer terminal, and extensive reading. Hearing and speech to communicate in person.  Exerting up to 60 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Operation of a motor vehicle, occasionally                                     

This PDQ accurately reflects the duties, qualifications and other requirements of this position.

REVISION DATE: 03/31/2023

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment.

Association Coordinator II, TEAM Division

PA Medical Society

To Apply Go To: www.pamedsoc.org/jobs

Position Title: Association Coordinator II, TEAM Division 

Classification: Full Time, Non-Exempt

POSITION SUMMARY:

The Association Coordinator II assists in the management of the 24+ client associations administered by the Total Excellence in Association Management (TEAM) department. The position serves as a management-level support to various Association Executives to manage the activities of client associations. Responsibilities will vary from client to client, but will include administrative support, staffing committees, directing membership recruitment/retention activities, coordinating website maintenance/updates, overseeing special projects approved by the Sr. Director, TEAM, drafting reports, correspondence or newsletter articles relating to assigned responsibilities, and managing budgets as assigned.

QUALIFICATIONS:  Required Skill/Education/Knowledge

• Three years of similar or related experience
• Bachelor’s Degree preferred
• Interpersonal skills
• Well-developed verbal and written communication and negotiation skills
• Ability to handle multiple priorities
• Skilled in Microsoft Office Products including TEAM, Outlook, Word, PowerPoint and Advanced Excel
• Ability to follow and maintain budgets
• Ability to work in a deadline oriented, high pressure environment
• Valid State Issued Driver’s License

SPECIAL REQUIREMENTS: 

This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.

ESSENTIAL DUTIES: 

1. Interact with members and their office staff to provide services (i.e., answer telephone, fulfill requests, solve problems), to prove the value of membership in the organization.
2. Perform membership responsibilities (maintain database, provide mailing labels/lists as required, process membership applications, prepare membership certificates, produce membership directories, assist in implementing recruitment campaigns).
3. Coordinate recruitment/retention activities, including development of membership recruitment campaigns, brochures, letters to delinquent members, etc.
4. Assist Association Executive in coordinating activities of the governing body (Board) and committees (arrange meetings or phone conferences, maintain board/committee lists, send notices, track attendees, compile and duplicate agenda materials, attend meetings, prepare and disseminate minutes).
5. Assist meeting managers with seminar and meeting responsibilities (copying, faxing, mailings, assembling registrant/exhibitor packets and badges, calls to speakers/exhibitors, assist with telephone inquiries and/or registrations, and on-site staffing assistance when necessary).
6. Coordinates with communications team for correspondence, newsletter articles, brochures, social media communication, websites, etc., within areas of responsibility. 
7. Assist executive with budgets, monitor income/expenses, prepare reports for Association Executive and/or Board, apprise Association Executive on budget abnormalities and recommend possible solutions.
8. Develop an understanding of legislative and regulatory issues which impact the client association; assist the Association Executive in explaining and communicating these issues to leaders and members.
9. Document client processes and policies within areas of responsibility, maintain records, supplies, files, and permanent archives.
10. Attend meetings of the organization (i.e., clinical meetings which may be several days in length, trade shows and exhibits, seminars, social functions) to assist on-site, as needed.
11. When Association Executive is unavailable, represent client organizations at meetings of affiliated organizations, including national or local chapters, coalitions, state agencies, etc.
12. Cultivates and manages relationships with vendors, sponsors, and volunteers and works cooperatively with other departments within PAMED to achieve both departmental and organizational goals.
13. Other duties as assigned to abide by the mission, values, and purpose of the organization.
14. Model company culture by advocating with a supportive attitude, educating people while respecting them and their ideas, and navigating using active listening skills.               

ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.                                                     

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent standing, walking, pushing carts, bending, stooping, squatting, and climbing ladders or stairs. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: inspection of machinery, viewing a computer terminal, and extensive reading. Hearing and speech to communicate in person. Exerting up to 60 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Operation of a motor vehicle, occasionally                                     

This PDQ accurately reflects the duties, qualifications, and other requirements of this position.

REVISION DATE: 03/31/2023

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment.