American Osteopathic Association

Advancing the distinctive philosophy and practice of osteopathic medicine

Employment Opportunities

aoa-building.jpgIf you're a talented individual interested in working with caring physicians within a growing member association, the American Osteopathic Association (AOA) may be the place for you. Send a resume with cover letter and salary requirements to: Department of Human Resources, American Osteopathic Association, 142 E. Ontario St., Chicago, IL 60611-2864; or email recruiter@osteopathic.org.

Qualified applicants will be considered; no telephone calls or search firms, please. The AOA is proud to be an EEOC employer.

Director of Certification

Certifying Board Services

The Director of Certification is an integral member of the AOA’s Certifying Board Services (CBS) team. This position requires the ability to interact seamlessly with professionals on all levels within the association and the certification process; the ability to handle confidential material with the utmost discretion; and the ability to handle highly sensitive situations; and scrupulous attention to detail.

The ideal candidate will work within a complex system of inter-related activities; and demonstrate critical thinking skills that will allow the candidate to draw independent conclusions based on information provided by candidates, diplomates, and board members; the candidate will also be prepared to interact meaningfully with the Vice President and Associate Vice President for CBS and the physician leadership. This person will partner with appropriate internal and external resources to advance the scope of osteopathic certification and pursue opportunities to strengthen the AOA brand with new and existing partners. Overall, this role requires a highly collaborative approach to leadership.

The Director applies principles of knowledge management that maximize technology to deliver exams, provides data/trends, designs new exams and markets various certifications; manages the coordination of materials associated with the examination process including development and distribution of examination schedules and coordination of examiner scheduling; works closely with other Directors and Certification Managers to craft best practices related to marketing, metrics, budgets, revenue projections and forecasting processes; oversees assigned staff Specialists and/or Coordinators – verifying and approving projects—making necessary updates and changes as needed and evaluating performance; exhibits attributes of leadership; and develops the agenda and coordinates the preparation of minutes and appropriate materials for board/bureau meetings in cooperation with the appropriate board/bureau officers. Tasks include preparing and distributing notices, setting and managing timeframes for submission and compilation of agenda books, obtaining committee reports from the officers, drafting and distributing minutes, and coordinating the travel and lodging arrangements for board/bureau members.

Regarding meeting planning, this role works with AOA meeting planning staff for hotel contracts, space planning, refreshments, lunch, etc. for meetings and test administrations; fulfills all administrative needs of the assigned boards; collaborates with CBS staff to prepare necessary reports; coordinates the services of the psychometrician involved with assigned boards; supports members of sub-committees associated with the boards including development of minutes, reports, and letters; and conducts outreach to special populations, e.g., osteopathic/allopathic residency programs and the FREIDA entities.                           

The Director works with the Associate Vice President and the assigned psychometrician on the development of new exams launched by the boards; coordinates board examinations (primary certification and OCC’s continuous osteopathic learning assessments); prepares data for the board/bureau officers regarding credentialing for certification and recertification of candidates; coordinates the writing of new exam questions; works closely with the examination committee and ensures examiners’ participation; supports the item bank team in the maintenance of the item bank of examination questions for assigned board exams; and submits appropriate CME hours to the AOA for those participating in exam-related CME activities. This position creates communication and promotional materials as needed in consultation with the board/bureau members; works with web designer to ensure that the website is updated in a timely fashion; assists the board/bureau officers in writing articles for osteopathic newsletters regarding the certification process; maintains board/bureau documents, i.e., Bylaws, Minutes, Policy and Procedures and Examination Applications; assists in the review and updating of documents in conjunction with board/bureau members; develops budgets; reports financial information for respective board leadership; keeps the Associate Vice President apprised of developing issues and matters that need to be addressed; and performs other duties as deemed necessary for the department.

Education: Bachelor’s degree required; Master’s degree is preferred.

Experience: Minimum 5-10 years of relevant experience in high-stakes examination association/nonprofit management process.

Special Skills: Computer experience with Microsoft Office, and familiarity with member service software. Assist in driving technology innovation to assist physicians in the application and continuous certification process and keep physicians engaged with the AOA, along with driving metrics.

Communications:  Exceptional cross-cultural interpersonal, oral and written communication skills are required.

Travel: The ability to work and travel nationally on weekends is required (estimate 25% effort). This position requires occasional work on weekends and evenings.

Physical demands: The ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.

 


Manager, Executive Communications

Communications

Work with the Chief Communications Officer, Assistant Vice President of Brand Marketing, and Executive Administration department to enhance internal and external visibility for the CEO, President and President-elect, and AOA Trustees. Develop key messages, talking points, presentations and reports to drive awareness and understanding of the AOA and its strategic priorities.

The Manager, Executive Communications coordinates with the Executive Administration department on planning and execution of internal and external speaking opportunities/invitations; produces/manages development of speeches, talking points and presentations for the CEO, President and President-elect and other members of the Board of Trustees; drafts weekly CEO update to Board of Trustees and past presidents; supports development of strategic updates/reports for internal and external stakeholders; reviews and edits correspondence on behalf of the CEO and President, as appropriate, to ensure alignment with strategic messaging and brand standards; assists with social media strategy and execution for CEO, President and President-elect; contributes to development of the narrative for various internal and external stakeholders; collaborates with the AVP Brand Marketing and AVP of Media & Content on executive thought leadership and external visibility, including content and opportunities that promotes DOs and the osteopathic medical profession; attends meetings of the AOA Board of Trustees and/or AOA Bureaus, Councils and Committees as appropriate.

Education: Bachelor’s degree in communications, public relations, journalism or related field of study. Exceptional oral and written communication and presentation skills required.

Experience: 3 or more years of progressive experience. Ideal candidates have strong writing and narrative/message development skills; experience building executive visibility and thought leadership through digital/social media; and experience working with senior executives and board members.


Administrative Assistant/ Program Coordinator

American Osteopathic Foundation

This position is responsible for providing administrative assistance to the Foundation CEO and Directors.  The AAPC will have an opportunity to work in a collaborative, entrepreneurial, fast-passed environment with a team of professionals dedicated to promoting osteopathic medicine and enhancing patient-centered care. Responsibilities include maintaining official correspondence archives and a system of retrieval; maintaining tracking system for completion and organization of pending assignments and review/reporting of completion; scheduling regular AOF staff meetings, Board Committee Meetings, and assist with agenda planning and material distribution; creating and distributing general correspondence; helping manage AOF calendar of activities; distributing mail, recording phone messages, sending meeting notices, arranging hotel and travel, handling meeting room logistics including food and AV as needed, establishing and maintaining filing system, booking conference calls as needed; sending meeting announcements and agendas to members; and processing expense reports.

In addition to supporting the AOF staff, this position will manage the Chicago office including inventory and operations, provide database support (entry into Raisers Edge), oversee the AOF calendar, prepare internal and external communications, and periodically monitor social media outlets. Other duties include: answering general email/mail inquiries, meeting preparation which includes set-up, materials, meals if applicable and the coordination of staff and guests. Travel to foundation board meetings and affiliate conventions may be required. Must be able to provide high-level customer service and possess strong interpersonal skills, good judgment, organizational ability, initiative and the ability to work independently. Applicants should be self-starters who are skilled at assessing and prioritizing capabilities and have an above-average understanding of information technology.

Education: Bachelor's degree and/or

Experience: At least 5 years' administrative experience in a professional office environment, with 2 years' experience with Raisers Edge.

Finance Director/Controller

American Osteopathic Foundation

This position is responsible for the financial management of the American Osteopathic Foundation (AOF) to include financial governance reporting; annual audits; reporting and reconciliations; annual financial statements and 990; accounts payables and receivables; payroll and benefits for AOF staff; and all other financial needs and reporting.  This position establishes and maintains accounting practices to ensure accurate and reliable data necessary for business operations, including corporate governance compliance, preparation of all financial reports, budgets, audit functions, state charitable registrations, as well as examination, analysis and interpretation of accounting records for the Chief Executive Officer, Finance/Audit Committee and the Board of Directors (BOD).

Education: Bachelor's degree in accounting/finance.

Experience: Seasoned leader with 8-10 years of broad finance experience in a professional office environment, followed by experience gathering and evaluating financial information and making actionable recommendations to senior leadership. Desired skills include forecaster or similar experience; background in tax code; experience managing accounting, budgeting, control and reporting; and auditing background.

Licensure/Certification: CPA preferred.

Meeting Specialist

Meetings and Travel
 

Reporting to the Director, Meetings & Travel, the Meeting Specialist conducts initial research into facility availability for smaller conferences and meetings; prepares "Requests for Proposals," evaluates initial proposals against requirements, and conducts initial negotiations; negotiates and prepares standard small meeting contracts for all small meetings and conferences; coordinates hotel block, food & beverage, special needs requirements, audiovisual, group resumes and post event report templates to provide to hotel; reviews meeting invoices for accuracy, obtains approval and processes payment for all meetings assigned; coordinates and maintains historical data on all smaller conferences as well as specific aspects of the annual meeting; travels to provide onsite support to OMED, the Annual Meeting, DO Day, Cluster Meetings and other smaller meetings as assigned by Director; and follows process identified by Director and saves all files on shared drive for entire team to access.

The Meeting Specialist is responsible for comprehensive meeting coordination for AOA meetings including OMED, the Annual Business Meeting/House of Delegates, DO Day in April, cluster meetings in April, August, November, and December, and other smaller meetings. This includes investigating locations, hotel contracting, housing coordination, registration (as needed), creating master schedule and critical dates calendar, coordinating meeting space, food & beverage orders, and audiovisual, and meeting space setup. Inter-departmental collaboration to ensure all meeting requirements are met. Serves as liaison with hotel, onsite meeting management as needed, tracks expenses to ensure planning falls within budget. Reconciles invoices post-event, collects post-event reports to build and keep history for all meetings.

Candidates must have exceptional oral and written communication skills and experience with maintaining databases (iMIS is a plus), as well as proficiency in meeting planner systems. Other required skills include strong time management skills and the ability to manage concurrent tasks efficiently and proficiency with Microsoft Office Suite (Word, Excel, Access). Must be a team player, have superior attention to detail and strong organizational skills with the ability to prioritize and multi-task. Experience with meeting planning and excellent interpersonal skills. Must be high energy, positive, maintain a professional attitude and take pride in the work product. Establish and maintain interpersonal relationships with hotel staff and interdivisional staff.

This is an office-based position with approximately 35% travel. The ability to work longer than standard business hours during the week and to work weekends as requested by the Director and travel as needed is a crucial component to this role. Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.

 

Education: Bachelor’s degree, preferable in hospitality, tourism management, or business.

Experience: Three to five years of professional meeting experience (nonprofit or association experience preferred).

Licensure/certification: CMP preferred. 


Accreditation Specialist

Accreditation

This position is responsible for supporting the Department Evaluator Registry, coordinating and organizing site visits to colleges of osteopathic medicine (COMs) applying for accreditation status, maintaining continuing accreditation status, and assisting in the evaluation of policies and procedures of the COMs. This individual also works in partnership with and collaborates with the Accreditation Manager in all aspects of preparing for site visits and in disseminating COCA actions to each COM, and also assists with all other aspects of the accreditation program and overall predoctoral education activities. This individual assists the Accreditation Manager to serve as a resource for COMs in all aspects of their accreditation processes, and gathers, prepares and compiles materials for, and from, on-site visits for COCA review of accreditation applications and continuing accreditation of COMs.

The Accreditation Specialist coordinates and plans COM site visits including, but not limited to, building site visit teams; drafting site visit agendas; coordinating travel agendas; acting as site visit team secretary; and managing site visit related expenses. These essential functions are performed to ensure timely submission and evaluation of materials that are submitted to, and reviewed by, the COCA.
    
The specialist also attends site visits as assigned, on behalf of the COCA, and facilitate the smooth flow of operations and communication related to the site visit; gathers necessary data during site visits; coordinates submissions by site visit evaluators; prepares draft and final site visit reports following site visits for presentation to the COCA; updates datasets (e.g., feasibility studies, self-studies, progress reports, etc.) of submission materials as required; and assists Accreditation Manager with summary, documentation, and correspondence regarding datasets. 

Education: Bachelor’s degree required.

Experience: Two to five years experience in association or postsecondary institutions, prior accreditation or compliance experience preferred.

Special skills: Experience with developing and maintaining databases (iMIS is a plus) and proficiency in e-accreditation systems. Experience in collecting, organizing and reporting data. Proficient with Microsoft Suite (Word, Excel, Access). Must be a team player, detail oriented, have strong organizational skills, and have the ability to prioritize and multi-task. Experience with meeting planning and excellent interpersonal skills.

Communications: Excellent oral and written communication skills required.

Environment: This is an office-based position with significant travel outside of Chicago for site visits to the COMs (estimated 50%) that includes weekend travel. Weekend attendance at meetings of the COCA (5% effort) is also expected. Physical demands include the ability to remain in a stationary position, the ability to operate office equipment, and the ability to move supplies and equipment up to 25 pounds.

 

Staff Attorney

Legal

The Staff Attorney will serve as in-house staff of the Office of General Counsel for the American Osteopathic Association (AOA). This position provides legal expertise, contract counseling and advice to the internal AOA business units. Specific responsibilities include performing legal research, and negotiating, drafting and finalizing contracts. The successful candidate will bring a clear and organized thought process in order to assist the Office of General Counsel and internal client groups on legislative, regulatory and contractual issues. Key external relationships include osteopathic medical schools, the American Association of Colleges of Osteopathic Medicine and AOA membership.

We seek a Juris Doctor who is motivated to provide legal advice and counsel who will support the Office of General Counsel team in order to advance the strategic, operational and business objectives of the AOA.

This position is responsible for performing legal and regulatory research and presenting recommendations to the General Counsel and Associate General Counsel; assists with AOA bureaus, councils and committees that are staffed through the Office of General Counsel; prepares legal documents and correspondence for review by the General Counsel and Associate General Counsel; renders advice, prepares and reviews contracts; reviews regulations and statutes pertaining to AOA internal policies and operations to ensure compliance and provide recommendations to the General Counsel and Associate General Counsel; conducts legal research and prepares summary documents for the General Counsel and Associate General Counsel; assists the General Counsel and Associate General Counsel in responding to requests for information from the AOA Board of Trustees, members, senior management and other constituents; and assist the Associate General Counsel, who also serves as secretary to the Commission on Osteopathic College Accreditation, on medical school accreditation matters as needed.

Education: Juris Doctor degree

Experience: At least three years of legal experience in a law firm, government or corporate in-house setting. Background experience with nonprofit organizations and health law is strongly preferred. Experience in dealing with medical issues is highly desirable.

Licensure or Certification: License to practice law in good standing in any state is required. Must provide certificate of good standing dated within six months of application.

Special skills: Outstanding analytical and critical thinking skills with an outcome orientation. Superior interpersonal skills with the ability to engender confidence with external and internal clients. Demonstrated ability to supervise own workload and perform with minimal supervision by the General Counsel and CEO. Exceptional verbal and written communication skills.

Physical: Be able to sit for extended periods; frequently stand and walk; manual dexterity sufficient to operate standard office equipment; lift and move objects weighing approximately 10 pounds.

Mental: Factual and legal analysis. Must follow up on outstanding issues and keep General Counsel and Associate General Counsel informed of status. Regularly handle highly confidential matters with discretion and judgment. Responsible for high volume of work with frequent, short deadlines and must be able to deal with stress associated in a fast-paced work environment. Works with multiple internal teams as well as external parties and must therefore be able to communicate effectively with various people at all levels.

Environment: Work is in a typical office setting. May be called upon to work hours in excess of the standard work week (including potential for evening and weekend work when required to meet deadlines). Some remote work is possible. Travel is not anticipated, but may be required on an as needed basis.

 

OPAC/Grassroots Coordinator

Public Policy

The OPAC/Grassroots Coordinator is responsible for providing administrative and operational support to the OPAC and Grassroots divisions of the Public Policy Department. The coordinator maintains extensive and proactive contact with the Public Policy and other AOA staff, AOA members, visitors to the office, vendors, repair personnel, building management, lease clients, staff of affiliated associations, governmental and nongovernmental callers, and couriers/delivery personnel.

This position provides support as necessary to the Grassroots Director and Vice President of Public Policy; orders and maintains office supplies and office equipment; sets up for business day (assemble office equipment, open and distribute mail, distribute weekly publications); obtains approval for meeting requests and schedules on the appropriate calendars; organizes meeting space and technology for scheduled meetings; handles outgoing mail and shipments; serves as liaison to IT Department for technology issues occurring in office space (e.g., report technical problems, oversee maintenance of office laptop and smartphones, provide technology assistance for new employees and leasable space); composes, reviews and ensures consistency of messaging for all issue advertising, and grassroots network (GOAL) communications; develops resource materials for staff and member advocate use in support of AOA advocacy and legislative endeavors; assists with the planning, logistics, and execution of all aspects of the AOA’s annual fly-in (DO Day) of over 1,000 advocates; assists with analyzing trends and data of engagement to target segments of the membership and increase response rates; develops and maintains strong interdepartmental relationships with communications, membership, and IT functions within the AOA; and develops relationships with like professionals within other health care organizations located in Washington, D.C., such as the American Association of Colleges of Osteopathic Medicine, the American Academy of Family Physicians, and other physician organizations.

Education: Bachelor’s degree in political science, public policy, health care policy, communications or related field.

Experience: A minimum of 2-3 years previous experience in similar position.

Systems: High proficiency with computer programs and applications including MS Office, Adobe Acrobat and iMIS. Fluency in social media is strongly preferred.

Special skills: This position requires the ability to interact tactfully with professionals on all levels within the association, ability to handle confidential material, deal with sensitive situations and exhibit a high degree of attention to detail. The ability to work independently and manage multiple projects simultaneously in a fast-paced, deadline-driven environment is required. Excellent interpersonal skills and team orientation.

Communications: Proven ability to prioritize multiple projects. Excellent verbal and written communication skills that demonstrate the ability to simplify complex information and craft messages for a wide range of audiences.