Adminstrative Specialist

Christian Medical & Dental Associations (CMDA), the world’s largest faith-based organization of healthcare professionals, is seeking a full-time Administrative Specialist for our affiliate ministry, Women Physicians and Dentists in Christ (WPDC). The successful candidate will provide essential administrative support to the WPDC Chair through a variety of administrative tasks to ensure smooth operations, conference planning and promotion of WPDC events and ministry opportunities. This position is based at CMDA’s national headquarters in Bristol, TN.

Ideal candidates will demonstrate a vibrant faith, exemplary Christian maturity, and a strong commitment to CMDA’s Mission, Vision, Values, and Statement of Faith. This role is ideal for candidates with excellent communication and interpersonal skills, superior organizational skills, and an eye for detail.

PRIMARY RESPONSIBILITIES

• Participate in regularly scheduled meetings with the WPDC Chair to share information, provide updates and coordinate communication with the Commission members.
• Prepare and disseminate pre-meeting materials, reports, meeting minutes and other relevant information to the Commission as directed by the Chair.
• Work with Chair and Commission members to plan, organize, facilitate, and manage the annual conference, virtual mini-conferences, virtual gatherings, and strategic planning meetings.
• Participate in planning meetings with Commission members and successfully manage tasks to drive the annual conference forward.
  • Make site visits, negotiate pricing with venues/vendors and coordinate logistics with venues/vendors, plus develop and manage vendor relationships to serve as the main point of contact.
  • Develop comprehensive conference schedules, and coordinate all details related to speakers, lodging/room blocks, meals, meeting accommodations, schedules, etc.
  • Develop and manage relationships with conference exhibitors/sponsors to increase while handling all logistical details related to exhibit hall.
  • Act as primary on-site contact at the annual conference proactively handling any arising issues, troubleshooting emerging problems and ensuring the event runs smoothly from start to finish.
• Act as the primary on-site contact at the annual conference responsible for managing a team of paid and volunteer staff assistants.
• Handle all billing and accounting reconciliation needs, both pre-event and post-event.
• Manage marketing efforts by gathering all details needed as assist as needed for content development for promotional materials including fundraising appeal letters, regularly scheduled newsletters, email blasts, social media posts, and website updates.
• Coordinate marketing efforts through collaboration with CMDA teams utilizing a help ticket system for support with design and editing.
• Efficiently manage and submit monthly expense reports with accuracy.
• Maintain database in compliance with organizational standards for data entry.
• Manage online event registration process for participants, while securely maintaining event and registration data.
• Provide outstanding customer service to WPDC constituents, staff, and other stakeholders involved in WPDC ministry, conferences or events.
• Oversee merchandising for WPDC logo products and giveaways to have on hand and to sell during the annual conference.
• Work collaboratively across departments within CMDA to accomplish tasks and complete projects as needed.

MINIMUM QUALIFICATIONS

• Character compatible with the purposes, practices and values of CMDA
• Ability to work methodically and meet deadlines
• Superior organizational skills with the ability to multi-task, prioritize and manage multiple projects simultaneously
• Excellent interpersonal skills
• Professional written and communication skills
• Advanced administrative skills, including:
  • Computer literacy
  • Experience in Microsoft Office 365: Excel, Word, PowerPoint, Outlook, Teams
  • Efficiency using Zoom
  • Basic accounting
• Willingness to travel domestically several times annually
• Flexibility and willingness to flex regular work schedule to participate in evening and weekend calls when necessary
• College degree or equivalent professional experience

ABOUT WPDC

Women Physicians and Dentists in Christ (WPDC) is a ministry of Christian Medical & Dental Associations (CMDA) which provides resources for Christian women physicians and dentists to integrate their personal, professional and spiritual lives. Please visit cmda.org/wpdc to learn how WPDC encourages and supports women physicians and dentists through connecting, inspiring and equipping.

TO APPLY

To express interest, please send resume and cover letter detailing your personal faith journey and commitment to Christian values to CMDA’s HR Specialist, Genevieve Plum, (genevieve.plum@cmda.org) or visit cmda.org/careers to apply.