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Tennessee Hospital Association

Meetings Assistant & Member Records Specialist

Tennessee Hospital Association


Job Summary

This position supports the Vice President (VP) and Assistant Vice President (AVP) of Member Relations and Education with administrative tasks to support member groups, grants, sponsorships, events, and conferences.  Assists event management system registration needs across the association. Maintains and updates the membership database.

Job Responsibilities


All Areas

  1. The ability to adapt to a changing work environment and meet challenges presented throughout the day.
  2. Must be available in the office during regular office hours unless job responsibilities require otherwise, or hybrid work arrangement is in place.

Member Relations and Education Administrative Support

  1. Administrative support provided to the VP and AVP includes:
    • Schedules member group or speaker meetings, prepares and distributes meeting materials, handles meeting set-up, and sends follow-up materials;
    • Follows required guidelines supporting the department with administrative tasks related to federal/state grant programming, schedules meetings with stakeholders, provides general communications, and ongoing administrative tracking;
    • Supports sponsorship program by tracking accounts receivable (AR) with accounting and tracking benefit completion; and
    • Collects and assembles speaker information, including speaker bios, hotel and travel arrangements, presentations, and necessary documentation for submission on continuing education credits to Axis Medical for educational programming.
  2. Responds to inquiries from the membership and the public concerning matters related to education offerings and THA membership. Promotes value of THA membership to appropriate hospitals/individuals/companies.
  3. Provides support on event management system platform for educational programming and member meetings.  Stays proficient and current on the platform.
  4. Must be available for out-of-town travel approximately 10 percent of the time, including overnight, be able to drive an automobile and maintain a valid driver’s license.
  5. Serves as support staff for THA conferences and meetings off- and on-site to execute signature events.
  6. Communicates with hotel staff at venues on matters including, but not limited to, catering, audio-visual (AV), and sleeping accommodations for speakers, THA staff, and special activities on educational programs.
  7. Transports and sets up AV equipment and provides technical support of equipment for meetings, when needed.
  8. Be available on-site to make opening remarks related to the event, hotel housekeeping, continuing education credits, and speaker introduction, if needed.
  9. Resolves on-site meeting issues in the absence of VP and AVP.
  10. Coordinates and operates programs on virtual platforms.
  11. Mails new hospital CEOs welcome boxes, including ordering supplies and assembling.
  12. Represents the department as liaison for THA communications or website committee meetings.
  13. In the absence of the Education Specialist, handles conference data entry and reports and coordinates registration logistics.
  14. Participates in strategic planning to support departmental and corporate goals.
  15. Attends departmental meetings, ensures action items are completed as assigned, and follows up on tasks as needed.

Membership Records/Hospital Personnel Database

  1. Maintains the THA membership and contact database using Microsoft Dynamics 365, ensuring current, accurate membership and contact information for all THA staff, members, and vendors.
  2. Conducts an annual survey of all member facilities to update the hospital database and updates the information as needed.  Notifies appropriate THA staff and State of Tennessee employees of relevant changes.
  3. Maintains the history database (i.e., dates of hospital openings, closures, ownership changes, administrator changes, etc.).
  4. Provides THA accounting staff updated hospital personnel information prior to invoices being mailed to ensure delivery to the correct person.
  5. Coordinates with American Hospital Association (AHA) staff to maintain accurate AHA membership information for Tennessee hospitals and keeps AHA updated on administrator/CEO changes, hospital name changes, membership status changes, etc.
  6. Cancels THA personal, institutional, and affiliate organization membership as a result of nonpayment of dues.
  7. Coordinates THA annual dues billings with AR ensuring they have current hospital names, CEO names, hospital addresses, and system ownership, and membership classifications.
  8. Maintains THA sponsorship information in Dynamics 365.
  9. Emails hospital CEO and other hospital changes to appropriate THA staff and specific outside entities.
  10. Keeps THA Board of Directors list current.
  11. Keeps a current history of THA Board chairs and THA board members.


Covers the front desk for the receptionist as needed—greeting guests and answering and directing incoming calls.

ORGANIZATIONAL STRUCTURE:  (Positions reporting directly to this position)



 Educational Requirements Needed to Perform the Duties of the Job:

High school diploma or equivalent required.  Two years of college preferred.  Experience in hospitality, project management, technology, and managing databases is a plus. 

Skills Required to Perform the Duties of the Job:

  1. The ability to effectively communicate, interact well and be responsive to co-workers and hospital personnel to facilitate positive, productive working relationship(s).
  2. Advanced computer skills with experience in Microsoft Excel, PowerPoint, and Word are essential. Must have the ability to quickly become proficient in Microsoft Dynamics 365 CVENT, EMMA, and virtual platforms.
  3. Possess strong organizational and project management skills.
  4. Must be extremely detail-oriented, flexible, and be able to maintain attention to detail over an extended period of time.
  5. Must communicate well in written and verbal form.
  6. Must be effective in prioritizing multiple projects, meeting deadlines and troubleshooting issues.
  7. Must be self-motivated, able to work independently with minimal supervision, and identify where assistance is needed.
  8. Must be dependable and reliable.
  9. Must possess effective decision-making and critical thinking skills.
  10. Must be able to stay calm and polite in adverse situations.

Additional Information


health, dental, vision & life insurance


paid time off


How to Apply

Please submit your resume and apply through


  • Date Posted: October 28, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Health (Physical, Mental)
  • Salary Range: $55,000-$63,000 annually DOE
  • Working Hours: 38.75 hrs/wk; M-F, 8:00am-4:45pm