Join our dynamic scientific association and contribute to advancing the frontiers of knowledge while supporting the USASP leadership in achieving the association's goals. The United States Association for the Study of Pain (USASP) is a 503(c) nonprofit association with approximately 800 members. This position offers an exciting opportunity to work in a stimulating and intellectually rewarding environment, collaborating with renowned scientists and professionals in their respective fields. If you are a proactive, detail-oriented, and organized individual with a passion for scientific excellence, we encourage you to apply for the position of Virtual Administrative Assistant.
Job Purpose: The Virtual Administrative Assistant will provide comprehensive administrative and operational support to our scientific association. This role requires exceptional organizational skills, strong attention to detail, and the ability to handle multiple tasks and deadlines effectively. The successful candidate will work closely with the Director of Operations to facilitate smooth operations, maintain accurate records, manage communications, and contribute to the success of the association's initiatives. One of the major projects the Virtual Administrative Assistant will participate in is planning the Annual Scientific Meeting each year in the Spring, and the 2025 meeting will occur April 29-May 2, 2025, in Chicago, Illinois. Travel to USASP’s annual conferences is a requirement for this position.
Job Duties and Responsibilities:
General Administrative/Office Support:
- Maintain organized filing systems to ensure timely retrieval of documents and information.
- Handle sensitive and confidential information with utmost discretion and professionalism.
- Support the leadership in managing key projects and initiatives, ensuring deadlines and deliverables are completed.
- Gather data and prepare reports on relevant scientific topics to support decision-making and strategic planning.
- Collaborate with cross-functional teams to ensure effective project implementation and follow-up.
- Support membership-related activities, including membership renewal processing, database management, and member communications.
- Organize and assist in processing invoices.
Special Interest Groups and Committee Support
- Schedule monthly/quarterly meetings.
- Assist in preparing meeting materials, including agendas, minutes, and resolutions.
- Facilitate and organize annual reports from committees.
- Assist in the planning of Board of Director meeting(s)
- Facilitate the annual collection of Financial Conflicts of Interest
- Support the yearly turnover of new committee members.
Annual Meeting Preparation and Execution
- Track meeting sponsorships
- Organize and distribute marketing materials.
- Contact and track speaker materials (recording release, FCOI forms, etc.).
- Create a printable conference program.
- Create social media posts for advertisements.
- Organize attendee information for badges, meeting apps, etc.
- Manage logistics and reimbursement forms for invited speakers and individuals who receive travel awards.
- Manage conference registration and onsite check-in for attendees
- Assist with attendee questions.
Communications and Stakeholder Support:
- Coordinate and facilitate effective communication between the USASP office staff and stakeholders through email, phone calls, and in-person meetings.
- Assist in developing and distributing association communications, including newsletters, announcements, and website updates.
- Monitor and respond to inquiries, ensuring timely and accurate information is provided.
Required Qualifications
Education & Experience
- Bachelor's degree in a relevant field (e.g., science, business, administration) or equivalent work experience.
- Proven experience running projects in a scientific, start-up, or academic environment.
- Prior virtual assistance experience in a similar professional environment is preferred.
Knowledge, Skills, and Abilities
- Must be flexible and adaptable in dealing with changing priorities and tasks.
- Excellent organizational skills with the ability to prioritize tasks and manage multiple deadlines.
- Demonstrates ability to work independently.
- Strong attention to detail and accuracy in handling complex administrative tasks in a fast-paced environment.
- Exceptional written and verbal communication skills, with the ability to draft professional correspondence and reports.
- Proficient in using office productivity tools.
- Ability to recognize and solve problems quickly.
- Strong interpersonal skills.
- Demonstrated ability to maintain confidentiality and exercise discretion.
- Exemplary time management follow-up skills.
Travel
· Must be able to travel to the 2025 Annual Meeting in Chicago, Illinois, April 28-May 2.
Preferred Qualifications
- Knowledge or interest in scientific research and association management.
- Demonstrated ability to work remotely.
Working Conditions
· Virtual
About the United States Association for the Study of Pain
The United States Association for the Study of Pain (USASP) is a 503(c) nonprofit association with approximately 800 members. About one-third of our membership are trainees either in a training program or within five years of completing their degree. . Our goal is to bring diverse perspectives, including those of scientists, clinicians, healthcare providers, and policymakers, together to stimulate and support the study of pain and to translate that knowledge into improved pain relief. USASP is the United States chapter association of the International Association for the Study of Pain (IASP).
Our association brings together leading experts and professionals from various scientific disciplines within pain research to advance knowledge and address critical challenges. As a highly respected and influential association, we are committed to fostering innovation, disseminating scientific discoveries, and advocating for evidence-based policies. We are currently seeking a talented and proactive Assistant Director to support our organization in the efficient management and administration of the association.
Equal Employment Opportunity
At the USASP, we firmly believe that diverse voices and approaches are essential in addressing the significant challenges and costs associated with reducing the burden of pain. To achieve this, we strive to incorporate diverse perspectives into all facets of our work. Our commitment to diversity extends to actively supporting and embracing individuals from underrepresented and disadvantaged backgrounds, further enhancing our diversity, promoting equity, and serving as a model of inclusivity and accessibility. We wholeheartedly encourage members of traditionally underrepresented communities to apply, even if they may not believe they 100% fit the position's qualifications.
Accessibility Support
We are dedicated to ensuring our application process is accessible to all candidates. If you are a qualified individual with a disability or a disabled veteran and require a reasonable accommodation with any part of the application and interview process, please email admin@usasp.org
Job Type: Contract
Pay: $25.00 per hour
Expected hours: 20 per week
Benefits:
Schedule:
- 4 hour shift
- Monday to Friday
Application Question(s):
- Can you attend our 2025 Annual Scientific Meeting in person on April 28-May 2 in Chicago?
Experience:
- Executive administrative support: 3 years (Preferred)
Work Location: Remote