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Administrative & Meetings Coordinator
CLIENT ASSOCIATION(s): Hematology/Oncology Pharmacy Association (HOPA)
POSITION REPORTS TO: Director of Administration & Associate Director of Meetings & Development
DIRECT REPORTS: None
EMPLOYEE STATUS: Non-Exempt, Full-time (37.5 hours per week)
ROLE TYPE/LEVEL: Entry Level
CLIENT/DEPARTMENT OVERVIEW:
The Hematology/Oncology Pharmacy Association (HOPA) supports pharmacy practitioners and promotes and advances hematology/oncology pharmacy to optimize the care of individuals affected by cancer. HOPA's vision is that all individuals affected by cancer have a hematology/oncology pharmacist as an integral member of their care team.
HOPA supports approximately 4,000 members who primarily work in the United States in a variety of practice settings. HOPA is accredited by the Board of Pharmacy Specialties (BPS) to provide Board Certified Oncology Pharmacist (BCOP) credit as well as the Accreditation Council for Pharmacy Education (ACPE) to provide continuing education credit for maintenance of licensure, and provides approximately 200 hours of BCOP and ACPE credit annually. Credit hours can be obtained online or live, including at the Annual Conference, which hosts approximately 1,600 attendees each year.
JOB OVERVIEW:
Provides general administrative and project support to multiple departments within the Association. Reporting to the Director of Administration, this position also works closely with the Associate Director of Meetings & Development to carry out assigned responsibilities. Plays an important role in ensuring the smooth operation of organizational functions by supporting staff, the Board of Directors, volunteer leaders, and the Executive and Meetings Teams.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
- Administration Support
- Provide day-to-day office support and coordinate general administrative activities, including scheduling, calendar management, correspondence, and answering general inquiries.
- Assist with the planning and logistics of meetings and conferences of the Board and key stakeholders.
- Maintain accurate and up-to-date databases, records, and key operational documents.
- Support the processing of invoices, reimbursements, and other financial processes.
- Monitor supplies, coordinate inventory, and manage storage resources.
- Prepare and organize materials for leadership and board meetings, including onsite logistical support as needed.
- Collaborate with multiple departments to ensure administrative functions and systems align with organizational priorities.
- Provide excellent customer service to staff, members, volunteers, vendors and other stakeholders.
- Contribute to the coordination of projects, programs, and initiatives as directed.
- Meetings Support
- Assist attendees by responding to Annual Meeting registration and housing inquiries via telephone and the shared email inbox.
- Assist the Meetings Manager with meeting deliverables such as bags, inserts, lanyards, pens, door drop bags, etc.
- Assist with travel arrangements for Board and/or other key stakeholders attending networking events and help source and document locations for future events.
- Coordinate onsite office supply orders, pack and distribute supplies, and oversee the assembly, printing, and delivery of Operations Manuals for all in-person meetings.
- Maintain Meetings Team records including archives, registration and exhibit statistics, related organizations meeting lists, and RFP responses for future Annual Meetings.
- Maintain Annual Meeting ribbon inventory and distribution, including ticketed ribbon lists, staff-distributed ribbons, and the onsite ribbon kiosk.
- Support shipping logistics by working with the General Contractor on ship-out, onsite box movement, and ship-back, as well as coordinating items shipped directly to or from the venue.
- Perform data entry and administrative functions in association meetings and education systems and manage webinar registrations as needed.
- Prepare contract summaries, track addenda and amendments in the audit tracker, and monitor contract deadlines, deliverables, and tasks in designated tracking platforms.
- Monitor the events shared email inbox, providing timely, professional responses or directing inquiries to the appropriate team member.
- General
- Carry out assignments and delegated tasks from the Director of Administration and the Associate Director of Meetings & Development.
- Provide administrative support for the Executive Director as needed.
- Other duties as assigned.
SKILLS AND QUALIFICATIONS:
- Qualifications -
- Outstanding interpersonal, organizational, and communications skills.
- Highly motivated with the ability to manage multiple projects and prioritize to meet multi-faceted and sometimes rapid deadlines.
- Able to work successfully in a team environment.
- Experience -
- Previous association management experience and/or familiarity with nonprofit boards of directors a plus.
EDUCATION/EXPERIENCE:
- Education -
- Bachelor's degree or equivalent experience preferred.
TRAVEL REQUIRED:
- Possible travel, up to two (2) weeks per year.
WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
PHYSICAL REQUIREMENTS: (lifting, packaging, etc.)
- Occasional lifting, up to 50 pounds.
ADDITIONAL INFORMATION:
- Some evening and weekend work may be required.
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Executive Director, Inc.
Sep 03, 2025