Summary Description

This position supports both the education and business development departments of the Oklahoma Hospital Association. The Education & Business Development Coordinator reports to the Director/Education & Member Engagement and the Director/Business Development.

A. The Education & Business Development Coordinator is responsible for performing varied administrative functions in support of the educational and member engagement events held by the Association. This position works closely with the Director/Education & Member Engagement on planning and coordinating the event logistics. Other duties include providing administrative support to association committees and affiliated societies as requested as well as fulfilling all the registrar duties for Association events.

B. The Education & Business Partnerships Coordinator is also responsible for providing administrative support to the business development duties of the Director/Business Development. This includes managing meeting schedules with business partners and members and assisting with strategic business reviews. Other duties include providing administrative support to the OHA Services, LLC board.

II. Key Responsibilities – Education

A. Organize, design layout, and produce brochures for education programs, including preparation of materials for meetings and presentations.

B. Process all registrations for OHA Connect, trade show, sponsorships, and other educational events in database.

C. Staff registration desk and oversee meetings as directed.

D. Serve as contact person for registrants of educational programs.

E. Assist with development and execution of OHA Connect annual meeting, including trade show.

F. Design layout and produce the Exhibitor Prospectus, Rules & Regulations, and contracts for Trade Show vendors, which includes serving as contact person for exhibitors and other trade show vendors.

G. Provide administrative support to all assigned council, committee, and affiliated society meetings. Activities include preparing board minutes, maintaining member lists, preparing materials, and sending other communications as directed.

H. Assist with event logistics.

I. Manage continuing education processes.

III. Key Responsibilities – Business Development

A. Maintain a process for tracking and reporting on individual partner activity in support of the Association’s business development objectives year-round, which includes regular communication with partner leaders.

B. Coordinate partner promotion as directed.

C. Track member usage of partners.

IV. Key Responsibilities – Affiliated Societies

A. Prepare affiliation agreements for affiliated societies each year.

B. Provide meeting support for affiliated societies as requested to include sending brochures, entering registrations, preparing packets, badges, and other materials.

C. Provide administrative support to affiliates as assigned.

A. Serve as part of team to verify dollars received in the mail to be deposited for the Association.

B. Copy Operations:

1. Assist in maintaining copy equipment.

2. Run monthly reports for copy/print quantities.

C. Assist in answering phone and door to the reception area.

D. Assist with managing building services or events of external customers.

E. Other duties as assigned.

VI. Background and Qualifications

This position requires a bachelor’s degree or at least 5 years of experience as an executive level administrative assistant. An emphasis on writing and communication, excellent organizational skills and attention to detail, coupled with the ability to multitask is necessary. A strong working knowledge of Microsoft Office products is needed. The preferred candidate will have an aptitude for working with different personalities and competing priorities. 

The person in this position must be able to work independently and manage projects while performing multiple tasks. A professional demeanor and good customer service are necessary to interface with hospital leaders, vendors, and the public. Includes some travel and extended work hours.