Association Management Administrator (Part-Time)
Allegheny County Medical Society | Pittsburgh, PA (Hybrid)
Reports to: Vice President, Association Management
Status: Part-time, hourly, non-exempt
Hours: 20-25 hours per week with heavier weeks September through April
Pay: $20 to $23 per hour, based on experience
About ACMS & Association Management Services
The Allegheny County Medical Society (ACMS) is one of Pennsylvania’s leading county medical societies, dedicated to supporting physicians, advancing the practice of medicine, and strengthening the healthcare community. Based in Pittsburgh, ACMS brings physicians together through advocacy, education, professional networking, and community engagement.
Beyond our core membership services, ACMS provides professional association management and administrative support to a growing portfolio of medical specialty societies and healthcare organizations across Pennsylvania. Our team works behind the scenes to keep these organizations running smoothly, managing everything from membership and board operations to educational conferences, continuing medical education (CME), and special events.
As our association management services continue to grow, we're expanding our team to provide the personalized, dependable support our partner organizations have come to expect.
About the Role
This position supports our Vice President, Association Management with the hands-on administrative and event work that keeps those clients running smoothly: membership tracking, scheduling, correspondence, registration, speaker and CME coordination, and day-of event logistics.
The busiest stretch runs September through April, when conference planning, logistics, membership renewals and the conferences themselves all take place and several client events overlap. This is a great fit for someone organized and dependable who enjoys behind-the-scenes work. Association experience is welcome but not required.
What You'll Do
Client Association Support
Pittsburgh Ophthalmology Society, American College of Surgeons Southwestern PA Chapter, PA Geriatrics Society Western Division, Chandler Grant Glaucoma Society, and Montgomery County Medical Society
- Schedule and coordinate board meetings, committee calls, and site visits
- Prepare correspondence, mailings, newsletters, and printed materials
- Support event registration and keep attendee records current
- Reach out to speakers by email and phone to confirm details and collect CME materials
Membership Services
- Support the Vice President, Association Management with dues for client societies, including renewal schedules, invoices, and payment tracking
- Send renewal notices and follow up on unpaid dues
- Coordinate the membership application process, from receiving applications to entering approved members
- Answering membership questions from members and prospective members
- Keep membership records accurate and up to date using the societies database.
Events and Conferences
- Support conference planning for the annual PAGS-WD Clinical Update and the Wound Care Symposium, including course director communication, speaker and CME coordination, venue and vendor logistics, and on-site administration
- Assist with creating and managing event registration pages and attendee lists, and answer registrant questions
- Prepare name badges, signage, and day-of materials
- Staff registration and help with setup and check-in at client events.
Other Duties
- Take on additional projects for ACMS or the ACMS Foundation as needed, prioritized by the Vice President, Association Management
- Work occasional early mornings or evenings around meetings and events
What You Bring
Required
- Strong attention to detail and a track record of accurate work on deadline
- Ability to manage several tasks at once, especially during a busy season
- Clear, professional written and phone communication
- Proficiency in Microsoft Office (Outlook, Word, Excel)
- Comfort working with physicians, volunteers, and vendors
Preferred
- Experience in administrative support, event planning, or customer service
- Background with a nonprofit, professional society, or healthcare organization
- Familiarity with CME conferences, membership databases, or registration platforms such as Wild Apricot
Work Environment
- Hybrid schedule, with in-office days set in coordination with your supervisor
- Occasional local travel and on-site work at events
- Ability to lift up to 20 pounds
Benefits
This is a part-time position. Employees accrue paid sick leave under the City of Pittsburgh Paid Sick Days Act. Part-time staff are not eligible for ACMS health, retirement, or paid time off benefits, except as required by law.
Parking is free at our North Side office location.
To Apply
Send a resume and brief cover letter to Nadine Popovich, Vice President, Association Management, at npopovich@acms.org.