Board and Committee Relations Coordinator

ISTH Position Description

Title: Board and Committee Relations Coordinator

Classification: Full-time, Exempt

Reports to: ISTH Board and Committee Relations Manager

Leadership Support to:

ISTH Council and Executive Committee, ISTH Publications Committee, ISTH Journal Editors, ISTH Lectures and Awards Committee, ISTH Ethics Committee, ISTH Governance Committee, ISTH Nominating Committee, ISTH Early Career Committee, ISTH Diversity, Equity and Inclusion Committee, Other Committees or Task Forces as assigned

Summary:

The ISTH Board and Committee Relations Coordinator is a key member of the HQs team responsible for providing day-to-day administrative support to a variety of Society Committees, Task Forces, and leadership in order to achieve highest committee efficiency and create a positive volunteer experience. With exceptional project support and coordination, written and verbal communication and organizational skills, the position requires strong attention to detail and relationship building and works within defined schedules to accomplish a variety of complex but also routine activities. The position works cross-departmentally to support the success of own and other Society projects as necessary.

Key Responsibilities:

• Provide the proactive day-to-day support to the work of the above ISTH Committees and Ad hoc Task Forces by supporting the relevant initiatives, programs and activities as needed through effective project coordination, proactive recommendations, correspondence, scheduling, keeping minutes, creating reports, and providing information
• Coordinate planning and assist with executing the logistics, under the supervision of the Board and Committee Relations Manager, invitations/communication, as well as compilation of agendas and board books for the ISTH Council, Executive and other committee and task force meetings and conference calls. Includes coordination of travel arrangements and processing related expense reimbursements
• Responsible for detailed minute taking at Council, Executive Committee and assigned committee and task force meetings (includes attendance at ISTH meetings in person or via conference calls, occasionally on weekends/outside of normal business hours and/or requiring travel)
• Meticulous maintenance of digital and paper records
• Coordinate and support the execution of critical Society programs and activities under the supervision of the Board and Committee Relations Manager and in close cooperation with the respective Committee/Task Force Chairs and Vice-Chairs
  • the nominations and selection/elections process of Council Members, Society President-elect, Treasurer and Secretary General (Nominating Committee) and Editors (Publications Committee)
  • the Society’s awards selection and recognition process (ACPC and Lectures and Awards Committee)
  • the Committee membership rotation process (Society President-Elect, Committee Chairs)
• Coordinate the development and distribution of the regular written Leadership Updates
• Manages the Society’s Board Portal and coordinate collection of Conflict of Interest Disclosures for all Society volunteers
• Provide support to other committees, task forces and/or ad hoc special projects as they arise, as designated by the Board and Committee Relations Manager
• Supervises the Early Career Lounge at ISTH Congresses, acting as a point of contact for early career delegates and ensuring proper upkeep of the room
• Coordinates and executes the Career Development (ECC) webinar series.
• Makes updates to the website as needed
• Perform other duties as assigned.

Skills, Abilities, and Knowledge Required:

• Value and embody ISTH’s internal core values of fun and recognition, collaboration, trust, communication, respect and progress
• Self-motivated, well-organized, and ability to self-initiate tasks, take responsibility for own work and projects,and is solutions-focused
• Outstanding organizational, time management, logistical, and planning skills. Proven ability to prioritize and attend to multiple assignments
• Accuracy and attention to detail is essential
• Communicate with and collaborate respectfully and in a culturally sensitive way with high-level professionals including volunteer leadership, members, industry professionals and stakeholders from around the world
• Strong team player, flexible, enthusiastic with sound judgement and maturity
• Interest and ability to acquire knowledge of and be able to contribute to Society and Committee activities, as well as work with volunteers to ensure that programs stay on track and goals are met
• Familiarity with and ability to apply ISTH rules and procedures
• Excellent written and verbal communication skills
• Proficient in Microsoft Outlook, Word, Excel, Power Point
• Experience with Association Management Software and project management software/databases is a strong plus
• Work in a fast paced, team-oriented environment
• Strong multicultural sensitivity
• Bi- or multi-linguality is a plus
• Ability and willingness to occasionally travel domestically and internationally if needed
• Willingness to work on weekends if necessary (approx. 2 – 3x per year)

Minimum Requirements:

• Bachelor’s degree or the equivalent combination of education, training and experience from which comparable skills can be acquired.
• Minimum of 2 years of professional experience in a similar role and track record in project or program coordination, ideally in a scientific/medical/academic and international environment

Work Environment:

• This position is primarily sedentary, however, may require some bending and lifting.
• Will require international travel up to two (2) times a year to attend meetings.
• This position is remote and can be performed anywhere within the US, in alignment with ISTH’s core business hours.

Benefits:

• Comprehensive health plan with a fully funded HRA, life insurance, plus dental and vision coverage
• 45 days of annual paid time off based on tenure, including holidays, vacation, and health & wellness leave
• Paid parental leave
• Retirement plan with employer contributions up to 10%
• Professional development stipend + ASAE membership
• Monthly work from home stipend + home office stipend