Coordinator, Member Relations

Job Description

The Royal Australasian College of Medical Administrators (RACMA) is a specialist medical college with the objective of influencing health systems management and educating medical practitioners in the specialty of medical administration. The College has Fellows throughout Australia, New Zealand, Hong Kong, and other overseas posts. Please Note RACMA is a flexible workplace offering a hybrid working model for all staff members. This role is based in Melbourne, Victoria and will require working in the office for two set days a week. About the Role Reporting directly to the Manager, Membership and Engagement, the primary purpose of the role is to provide support to RACMA Jurisdictional Committees and other working groups as directed. A key activity for this role will also be to coordinate jurisdictional events including any sponsorship arrangements and financial activities. Key Responsibilities Supporting RACMA Jurisdictional Committees with the support of the Jurisdictional Committee Chairs to schedule meetings, prepare and distribute agendas, collate meeting papers, take minutes, and ensure actions from these meetings are monitored. Assist Jurisdictional Committees in developing annual work plans. Provide support for any other committees or working groups as directed. Develop supporting frameworks to monitor terms for committee members, organizing expressions of interest for vacant positions, appropriately onboarding and offboarding committee members. Establish robust processes for provision of support to the Jurisdictional Committees ensuring efficient and timely outcomes. Work with key stakeholders to coordinate Member communications on behalf of these committees. Draft correspondence on behalf of the committees as required. Assist to coordinate College Awards in readiness for Conferment including distribution of nominations, confirmation of nominations, letters, certificates, invitations and other activities as directed. Liaise with the committees to assist with and organize jurisdictional events, including managing payments of tickets, processing invoices, providing food and beverage requests, and attendee lists. Provide support for any other committees, working groups or specialist interest groups as directed. Work with the Manager, Membership & Engagement on partnership and sponsorship opportunities and relationships. Assist the membership team with member services duties when required. Selection Criteria Superior client engagement skills with demonstrated experience in dealing with stakeholders at all levels. Demonstrated experience providing support to committees, including the preparation of complex meeting schedules, agendas, and minutes. Experience coordinating meeting schedules, events, travel, and accommodation. Intermediate to Advanced Microsoft Word and Excel skills (e.g., advanced editing and formatting, tables and charts, document protection, page layout, VLOOKUP, pivot tables, conditional formatting). Intermediate to Advanced Adobe Acrobat skills (e.g., creation, navigation, markups, security features, forms, optimization, organization). Excellent written and verbal communication skills, including attention to detail in producing quality, high standard documents. An understanding of governance, compliance, and Committee obligations and procedures. Ability to manage competing demands and prioritize tasks. Demonstrated knowledge of document control procedures – creation, revision, publishing, archiving. Excellent problem-solving, analytical, and organizational skills. Outstanding oral and written communication abilities. Experience or background in a medical college or similar membership or academic institution. Experience liaising with high-profile stakeholders, including members and government departments. Experience in philanthropic activities, marketing, and donor relations would be advantageous. Experience with Microsoft Dynamics. To Apply To be considered, applications must include your current CV and covering letter addressing the selection criteria. If you do not respond to the selection criteria, your application may not be considered. Direct all queries to - Jessica Coombes, Manager of Membership and Engagement. Applicants must have the right to work in Australia. Applications close Sunday 2nd of March 2025 #J-18808-Ljbffr