Description

Primary Purpose:

Provide administrative and project support for the volunteer operations department to ensure effective interaction, engagement, and collaboration of volunteer groups within the College. Support the Senior Manager, Volunteer Operations in implementing processes that align with the organization’s strategic goals. Prioritize tasks with minimal supervision while managing assigned workload and maintaining a professional demeanor.

Essential Functions/Responsibilities

• Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun.
• Assist the Senior Manager in administering and executing CHEST’s awards strategy, which includes webpage and platform administration, nomination outreach, and award recognition for promotion.
• Assist the Senior Manager in administering the Annual Call for Committee nominations, which includes webpage and system administration, responding to inquiries, data entry, running system reports, and creating grading surveys.
• Assist in maintaining and updating volunteer and leadership records, including election materials, committee rosters, and appointment processes.
• Assist in updating and disseminating the annual leadership relationship conflict of interest (COI) process, including database updates, communication dissemination, and data tracking.
• Support Senior Manager in collateral and visuals needs for Annual Meeting Opening Session and other volunteer recognition events.
• Serve as an administrator for BoardEffect and OpenWater platforms, covering leadership nominations, grants, and awards projects.
• Contribute to CHEST’s philanthropic efforts by assisting Senior Manager in supporting research grant cycle, travel grant nominations, mentoring program, and scholarship offerings.
• Assist the Philanthropy team administratively, including maintaining accurate donor records in the database, ensuring timely and precise data entry for all contributions. In collaboration with the Philanthropy Specialist, generate and distribute donor receipts and acknowledgement letters on a regular schedule, supporting the organization’s commitment to donor stewardship.
• Provide backup assistance to the Executive Assistance for internal meeting coordination.
• Assist department in managing Division expenses, including coding in Concur & reimbursement charges for volunteer leaders.
• Develop exceptional customer service in correspondence and interactions with volunteers and staff.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Complete other tasks and projects as assigned.
  
  

Requirements

Required Qualifications and Competencies:

• Ability to solve routine and complex inquiries, with knowledge of who to consult for answers and next steps.
• Ability to handle confidential information with discretion, adaptable to competing demands, and demonstrate the highest level of response time.
• Excellent diction, grammar, and vocabulary, in both verbal and written usage, including being skilled at organizing, structuring, and communicating ideas and information clearly.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with staff; effectively collaborate across the team to achieve goals.
• High attention to detail and ability to learn new processes and programs.
• Proficiency in Microsoft Office software suite (Word, Excel, PowerPoint) required; MAC environment preferred; proficiency in database software required; expertise with PDAs and computerized calendar software programs required; Apple devices/services preferred.
  
  

Benefits

While we offer benefits that you’d expect from any forward-thinking, progressive organization, we offer a lot of extras too, including the standardization of a hybrid working environment. From tuition reimbursement to parental leave, we offer the benefits that you want most.

• Health and Wellness: Medical, dental, and vision insurance*; flexible spending account*; long- term and short-term disability insurance; life/AD&D insurance
• Work/life Balance: 37.5-hour work week with flexible start times; Paid Time Off; Paid parental leave; Hybrid work environment; Paid holidays
• Giving and sharing: 401(k) with matching contribution from CHEST*; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement
• Office perks: Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”
  
  

Additional Information

The annual base salary range for this position is USD $57,000 - $59,000. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, or other items. CHEST considers factors such as, but not limited to, the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, and market and organizational considerations when extending an offer.

CHEST is proud to be an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.

At CHEST, our employees come from different backgrounds with various lived experiences and dynamic strengths. We strive to continuously improve our way of working to reflect our commitment to inclusion and equity and build a workforce that reflects the communities that we serve. And that means we need you! Your experiences may only perfectly align with some qualifications listed in the job description. But if you are excited by this position, we highly encourage you to consider still applying. You may be just the right candidate to help us with our mission to improve patient care.

This description was designed as a convenience to acquaint employees and managers with the essential elements of the position. It is solely to summarize basic duties, and it is not intended to be a contract or guarantee of employment or any specific terms or conditions of employment.

• Participation is voluntary