Administrative Assistant

Job Description

Job Description

Department: ISPOR Institute

Reports To: Executive Director, Institute

Employee Status: Full-Time, Non-Exempt

Job Grade: 3

ISPOR is recognized as the global leader in health economics and outcomes research excellence (HEOR).

The ISPOR Institute for Healthcare Transformation was created to bridge the gap between HEOR and its real-world application. The Institute is committed to discovering ways for health economics and outcomes research (HEOR) to have more impact. Our founding belief is that by fostering more connections between evidence-producers and decision-makers, we increase the chances that they will make and implement better decisions to benefit patients worldwide. The ISPOR Institute fosters critical dialogue and collaboration by: Investigating and defining challenges where current approaches don't work, Convening key stakeholders from across sectors to co-create solutions, Testing solutions in real decision settings to transform system effectiveness. As a new department within ISPOR, the Institute is in early stages of development but aims to become the go to neutral convener for translating HEOR into real world applications. Do you want to work for a world-class organization where scientific content is vital in advancing ISPOR's mission to promote HEOR to improve healthcare decision-making globally?

ISPOR is seeking a highly organized and service-oriented Administrator to support The ISPOR Institute. This role provides essential administrative, scheduling, documentation, and coordination support to teams that help staff work effectively and deliver a positive experience for ISPOR members.

Are you skilled at managing competing priorities, coordinating meetings and projects, maintaining accurate records, and providing responsive support? This is an opportunity to bring your attention to detail, communication skills, and a collaborative approach to a dynamic, mission-driven organization.

If so, read on for more information!

THE POSITION

We are actively seeking an Administrative Assistant

The Administrative Assistant will support the assigned department to achieve its goals and objectives. Responsibilities include working closely with department team members to support the department's goals and collaborating on cross-functional projects.

Essential Duties and Responsibilities

• Provides administrative and organizational support to the assigned department.
• Coordinates virtual and in-person meetings across multiple time zones as required, setting agendas, determining participant availability (eg, Doodle), and providing a draft of the discussion summary.
• Assists with meetings and special events, including sending invitations, managing hotel arrangements, meeting/event logistics, managing responses, and completing expense reimbursements.
• Prepares meeting materials (e.g, participant lists, agendas, and development of PowerPoint slides) for distribution to meeting participants.
• Follows up on action items to keep departments informed about key deliverables, deadlines, and critical updates.
• Maintains departmental SharePoint site.
• Creates and administers surveys for special projects (eg, SurveyMonkey).
• Maintains calendar of events in Outlook and project plans in Asana.
• Services general inbox and inquiries, providing high-level external-facing customer service.
• Serves as a liaison by communicating administrative information to other departments and individuals within ISPOR.
• Proofreads and edits business documents.
• Assists with web-based research, as necessary, to collect relevant information.
• Uses and manages spreadsheets and performs rudimentary analysis of them.

Project-based duties based on assigned department: ISPOR Institute 

• Provides direct administrative and organizational support to the Executive Director and the ISPOR Institute, including calendar management, scheduling, meeting preparation, and follow-up on priority tasks.
• Tracks deadlines, deliverables, commitments, action items, and next steps on behalf of the Executive Director to support timely follow-through and keep Institute activities moving forward.
• Maintains stakeholder contact lists, distribution lists, shared files, SharePoint resources, Outlook calendars, project plans, and other administrative systems for Institute partners, funders, advisors, collaborators, and internal team
• Supports preparation for meetings with senior ISPOR leaders, external partners, funders, advisory groups, and other stakeholders by assembling participant lists, agendas, background materials, presentations, and related documents.
• Assists with Institute fundraising and business development administration, including maintaining prospect lists, supporting outreach tracking, preparing materials, and coordinating follow-up.
• Coordinates travel, conference registrations, itineraries, hotel arrangements, expense reimbursements, and other logistics for Institute-related meetings, events, and engagements.
• Conducts research, analysis, and other tasks that support Institute priorities

Qualifications Minimum Requirements

• Minimum of a high school diploma or equivalent
• 3+ Years of administrative office experience.
• Highly proficient in Microsoft Office Applications (Excel, Word, PowerPoint, Teams, SharePoint) and Zoom, with the ability to learn new technology platforms
• Ability to manage multiple projects and assignments from several staff members
• Detail-oriented, independent learner who can adapt to fast-paced environments and work with diverse professionals
• Comfortable working through ambiguity, shifting priorities, and changing circumstances with flexibility, sound judgment, and a solutions-oriented approach.
• Highly organized with good time management skills
• Effective verbal and written communication skills, including communicating with precision across levels and functions
• Strong attention to detail and excellent proofreading skills preferred
• Solid business acumen and creative problem-solving skills
• Personal qualities of integrity, credibility, and commitment to the mission of ISPOR

Preferred Qualifications

• Associate or bachelor's degree
• Experience working in a global organization, association, or other nonprofit, healthcare, communications agency, or related organization is a plus
• Experience in a matrix/cross-functional team environment, with a natural inclination for working collaboratively across teams, cultures, and experience levels
• High cultural sensitivity and awareness

Physical Demands and Work Environment

The physical demands described herein are representative of those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Office-based: Prolonged periods sitting at a desk and working on a computer.
• This position is hybrid, working both remotely and out of our physical office in Lawrenceville, New Jersey.
• Travel may be requested, but regular business travel is not expected.
• Must be flexible and available to work across different time zones.

OUR LOCATION

Nestled halfway between Philadelphia and New York City, ISPOR's headquarters is in Lawrenceville, New Jersey. Our staff works in the office in a hybrid arrangement (on-site two days per week). 

WHY APPLY?

ISPOR provides an excellent total compensation package, including:

• Competitive pay. This position is non-exempt, with an hourly rate of $25.00 - $27.00, commensurate with skills and experience.
• Robust benefits plan.
• Generous PTO – 20 days prorated the first year.
• Extraordinary holiday schedule including winter break (the last week of the year)

Work Authorization

We are interested in every qualified candidate eligible to work in the United States; however, applicants must be currently authorized to work in the United States (U.S.) on a full-time basis. ISPOR will not provide employment sponsorship for this position (e.g., H-1B Visa or other U.S. employment authorization).

Equal Opportunity Employer

ISPOR provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Accessibility Assistance or Accommodation

If you have a disability or have difficulty accessing or using the applicant system to apply for a position, contact View email address on us.fitly.work.

ABOUT US

ISPOR, the professional society for health economics and outcomes research (HEOR), is an international, multistakeholder, nonprofit dedicated to advancing HEOR excellence to improve decision-making for health globally. The Society is the leading source for scientific conferences, peer-reviewed and MEDLINE-indexed publications, good practices guidance, education, collaboration, and resources in the field.

ISPOR's community of 14,000 individual and chapter members from 110+ countries include a wide variety of healthcare stakeholders, including researchers and academicians, assessors and regulators, payers and policy makers, the life sciences industry, healthcare providers, and patient engagement organizations. The Society's leadership has served as an unbiased resource and catalyst for i