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Nashville Academy of Medicine / Medical Foundation of Nashville

Executive and Finance Assistant

Nashville Academy of Medicine / Medical Foundation of Nashville

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Job Summary

This position’s focus is working with and for the senior leadership of the Nashville Academy of Medicine and Medical Foundation of Nashville. The position plays an integral role in maintaining the operational functions of the organization for efficiency and consistency. Excellent communication skills, both written and verbal, are essential.

Job Responsibilities

Responsibilities:

  • Support business operations, including banking, incoming communications, and vendor management 
  • Assist with data entry and running reports from organizational databases
  • Serve as the primary internal contact for all IT needs, providing solutions as possible and escalation as needed
  • Tracks timing and coordinates annual HR trainings for staff (HIPAA, Title VI, etc.)
  • Plans and executes annual dues billing for managed organizations
  • Supports and executes large mailing projects
  • Plans and coordinates board meetings and events with the input from staff lead
  • Coordinates annual updates for membership applications and invoices
  • Manage general organizational email inbox and postal mail box

Qualifications

Details:

You’re thoughtful, and you care just as much for the people as you do the project. You’re passionate about your work and have no issues juggling multiple projects, platforms, and tasks at once. Detail oriented and organized, you make being everywhere at once seem easy. You know the power of a visual aid and enjoy rising to the challenge, even if you don’t have all the details up front. You know there’s a time and place for everything and can *straightens blazer* correspond in a professional manner via email and phone when needed.

Given that you will be the first interaction with many of our constituents, it’s your responsibility to ensure the experience people have with you is representative of our voice, brand, and professionalism. The ultimate team-player, you are aware of the importance of getting things done while also being mindful of what’s on everyone else’s plate. You love to demonstrate your organization and multitasking abilities.  You understand numbers and can handle the basics (like handling invoices/receipts) with ease. Given that you will be privy to the inner workings and sensitive data of our organizations, it is mission critical that this person is respectful of confidential information and handles correspondence with discretion.

Self-starter. Out-of-the box thinker. Detail-oriented. Creative problem solver

Skills:

  • Skilled at proofreading and editing
  • Able to transition a conversation to a rough draft
  • Proficient in MS Office, including basic Excel formulas and mail merge, bonus points for Canva and WordPress
  • Skilled at navigating multiple projects
  • Able to create and implement systems to guide teams responsible for various projects
  • Self-starter who is comfortable taking on new tasks with varied amounts of guidance, sometimes creating the guidelines in the process 
  • Comfortable independently filtering and escalating time sensitive and/or critical tasks to appropriate team members
  • Values both quality AND efficiency
  • Able to balance getting your own work done with response times when navigating the needs of team members, constituents, and external partners
  • Comfortable being responsible for filtering and escalating necessary email communications, with respect for confidential information and discretion for all correspondence 
  • Loves a challenge and is insulted if someone tries to hand-hold
  • Understands general IT networks, basic computer structures, and desktop IT and can provide basic support and determine what needs escalating 

Requirements: 

  • 3-5 years of broad-based, progressive experience.
  • Bachelor’s degree is preferred.
  • Must possess a strong experience with relationship building.
  • Work in an association with membership engagement and/or within healthcare is a plus.
  • Exceptional interpersonal and relational skills.
  • Must be a team player.
  • Ability to quickly learn and adapt new skills.
  • Strong project management skills; process oriented, organized and detailed
  • Demonstrated problem-solving skills, including assessing situations, evaluating options and delivering clear, data-driven recommendations
  • Some travel within the state and evening availability is required
  • Exceptional verbal and written communication skills, including the ability to communicate across all levels in the organization.
  • Driven, self-starter who is comfortable working both independently and collaboratively in a fast-paced environment
  • Proven ability to communicate both in written and verbal forms with people from a variety of backgrounds.
  • Passionate about helping the underserved and in full agreement with the mission and core values of both NAM and MFN.
  • Proficiency in the Microsoft Office suite of computer programs (Word, Excel, etc.)

Additional Information

Benefits

Benefits will be offered commensurate with the personnel manual. 

How to Apply

Application Instructions:
Send resumes and cover letter as attachment(s) to info@nashvillemedicine.org with “Executive and Finance Assistant” in the subject line with your name.  

The Nashville Academy of Medicine and Medical Foundation of Nashville are equal opportunity employers.

Resume review will begin in April. There will be an opportunity to ask questions later in the interview process, so no phone calls please.

Details

  • Date Posted: April 15, 2021
  • Type: Full-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Community Development
  • Working Hours: 8:30 - 4:30