Job Title: Operations Manger
Location: 6005 Plumas Street, Suite 103, Reno NV 89519
Reports To: Executive Director
Position Type: Full-Time (Salaried/Exempt)
Salary range: $40,000 - $50,000
About Us: Nevada State Medical Association is searching for an Operations Manager. NSMA is the oldest and largest professional organization of Nevada physicians. NSMA represents more than 2000 physicians, residents and medical students, and has advocated for high quality health care since 1875. Headquartered in Reno, Nevada, NSMA also operates an office in Las Vegas, Nevada and during the legislative sessions, an office in Carson City, Nevada. For more information on NSMA, please visit the website at www.nvdoctors.org
Major Responsibilities
The Operations Manager reports directly to the Executive Director (ED) and with minimal supervision supports the Association by directing organizational and office operations, payables and receivables, membership communications, membership renewals and membership database, and ensuring that boards and commissions are appropriately staffed, with agendas, minutes and other materials accurately and timely distributed. The Operations Manager also works with the Executive Director in the planning and execution of the Annual Meeting.
Office Operations
The Operations Manager is responsible for working with the Executive Director to:
· Ensure excellent customer service for any NSMA member
· Cultivate an efficient and positive office environment for NSMA employees
· Manage the Association’s technology and financial operations
· Develop and manage the Association budget in coordination with the Executive Director
· Manage and keep good records of payroll and employee benefits in collaboration with outside payroll service
· Manage AR/AP, using QuickBooks and disburse payments for Association expenses pursuant to the NSMA Policies and Procedures or at the direction of the Executive Director and Finance Commission
· Support the Finance Commission, Treasurer and President by producing monthly financial statements and other reports as requested
· Screening, responding to and distributing incoming communications in person, by telephone, or by electronic or postal mail
· Work with the Executive Director and others to prepare requisite state and federal filings
· Ensure compliance and timely filings of state and, if applicable, federal documents for the organization and ancillary entities
· Reviewing operating practices to implement improvements, create cost savings and achieve efficiencies where possible
· Conducting annual equipment inventory and periodic updates as necessary; and maintaining facilities inventory control and purchasing of facility supplies
Membership
The Operations Manager shall, in collaboration with NSMA and county Medical Society staff, oversee the renewal of Membership Dues and Assessments including:
· Serves as membership coordinator, functioning as the primary point of contact for incoming member service inquiries by telephone and email and processing mail.
· Processing timely invoicing and special mailings as necessary
· Overseeing receipt of payments
· Troubleshooting membership invoice issues with an emphasis on customer service to members
· Acting as key point of contact with Atlas system or other membership database
· Ensuring staff appropriately trained on Atlas system or other membership database
· Work with county medical society staff to update databases and distribution lists
Boards and Commissions
The Operations Manager is responsible for working with the Executive Director to ensure the smooth operations of NSMA’s Commissions, including:
· Working with Commission chairs to schedule meetings
· Providing financial updates
· Working with NSMA staff and Commission Chairs to prepare and distribute agendas, record minutes, and perform any other tasks necessary to support the commission meetings
· Attending other meetings as requested by the Executive Director
Annual Meeting
In collaboration with the Executive Director and Internal Affairs Commission, the Operations Manager is integrally involved in the oversight and planning of the NSMA Annual Meeting, as well as any events for NSMA ancillary groups, including:
· Developing the timeline
· Soliciting bids
· Creating the budget
· Soliciting sponsorship
· Working with staff to promote the event, creating the materials and obtaining the awards and performing other duties necessary to conduct a successful meeting
The Operations Manager works as part of a close team and is responsible for other duties as assigned.
Qualifications
The ideal candidate should share the mission of the NSMA to promote high quality healthcare in Nevada and advocate for physicians and patients. He or she should have a minimum of a bachelor’s degree; a minimum of five years of work experience in office management and office administration that shows progressive responsibility in fiscal and Human Resource management; excellent communication skills; and demonstrated ability to work independently and a part of a team. An equivalent level of experience and certified education may be accepted on a case-by-case basis.
The ideal candidate will have the following skills and abilities:
· Excellent written and verbal communication skills
· Advanced experience with computer technology including Microsoft 360 (including Excel, Word, Planner and Outlook) QuickBooks, Client Record Management Systems (Atlas), Canva, Constant Contact, and social medial platforms
· Demonstrated organization, prioritization and time management skills
· Ability to work independently, and as part of a team
· Demonstrated ability to think critically and act strategically
· Ability to use logical, analytical problem-solving skills, resolve discrepancies and take corrective action
· Solution oriented
· Willingness to accept training opportunities
· Exercises good judgment and decision-making ability
· Courteous to others
· Attention to detail and accuracy
· Is reliable and dependable in performing job-related tasks
· Ability to work evenings and weekends as necessary
· Flexibility to travel within Nevada as needed
NSMA is an equal opportunity employer.