Administrative & Program Support Coordinator Full Time

Alpha Omega Alpha Honor Medical Society (AΩA) has a 124-year tradition of being the country’s oldest honor medical society. Established in 1902, AΩA has inducted more than 200,000 members, more than 130,000 of whom are active in the profession of medicine. AΩA has Chapters in 140 medical schools across the continental United States, in Puerto Rico, and in Lebanon. The AΩA National Office is located in Aurora, Colorado, adjacent to the Anschutz Medical Campus, and is committed to improving diversity, equity, and inclusion based on evidence that inclusion of talented individuals from different backgrounds benefits patient care, population health, education, research, and scientific discovery. 

Job Description

This role provides essential administrative support to staff and contributes to the overall efficiency of our organization. The ideal candidate is detail-oriented, efficient, and committed to supporting a collaborative and purpose-driven work environment. You’ll assist with travel and expense coordination, meeting scheduling, office management, and occasional program support. The in-office role reports to the Operations Director.

Key Responsibilities

• Utilize CRM and Monday.com to manage program execution and track program and member data
• Maintain a working knowledge of software used to manage processes, including task and project creation, dashboards, and flow processes
• Coordinate with the office team, chapter councilors, members, and other individuals to ensure a timely award application, review, and distribution process
• Update program database, AΩA website, and award-related publication information for The Pharos
• Arrange travel and submit expense reports for the Executive Director and Editor in Chief of The Pharos
• Obtain appropriate documentation and paperwork to process payments (including W-9, receipts for travel, etc.) in compliance with AΩA policy guidelines
• Schedule meetings as requested, manage calendars, and support event logistics
• Order supplies, manage mail, and maintain general office organization
• Assist other team members with office phone coverage, event support, and other tasks as identified

Qualifications

• A bachelor’s degree from an accredited university or college
• Prior experience in administrative or office support, preferably in a nonprofit or mission-driven setting
• Strong proficiency in Microsoft Office Suite, Salesforce, Monday.com, Zoom, and other productivity tools
• Excellent attention to detail and time management skills
• Strong written and verbal communication abilities
• Ability to work independently and collaboratively in a dynamic environment

Preferred Attributes:

• Familiarity with higher education, nonprofit operations, and/or program administration.
• Experience with travel booking and expense reporting systems
• A proactive, service-oriented mindset with a commitment to the organization’s mission

Knowledge, Skills, and Abilities

• Solid technical proficiency in managing and maintaining data systems (e.g., Salesforce, Monday.com) to support grant compliance and program tracking
• Excellent project management skills to monitor timelines and ensure timely completion of each program
• Ability to work independently and collaboratively in a fast-paced, mission-driven environment
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent project management skills to monitor timelines and ensure timely completion of each program
• Ability to adapt to changing priorities and take initiative in problem-solving.
• Experience collaborating across teams and building effective working relationships with partners to achieve program objectives
• Strong analytical, communication, customer service, and technical skills to support data-driven decision-making and continuous program improvement