OCMS Seeking Membership Coordinator

Posted by Alison Williams on 01/14/2019

Essential Functions

Manage all functions of Membership Coordinator, including:

• Processing of membership applications, regular and special membership requests, and ensure Oklahoma State Medical Association membership staff receives updated, accurate information
• Preparing regular and special membership ballots for OCMS board meetings
• Maintaining physician membership database and forwarding changes of address/telephone information to Oklahoma State Medical Association
• Providing all aspects of OCMS directory management, including directory surveys to members, revisions to directory listings, proof directory for printing, directory mailing and invoice for directory sales
• Billing and depositing annual membership dues and providing appropriate reports
• Figuring dues to be transferred to Oklahoma State Medical Association and American Medical Association to OSMA two (2) times each month, giving the information to the Executive Director
• Providing monthly dues report to Executive Director to include with CPA monthly financial information
• Assisting with logistics of OCMS membership meetings, including reservations, check-in, collection of payments and other related duties
• Assisting with credentialing of OCMS Delegation to the Oklahoma State Medical Association annual meeting
• Assisting with Inaugural Ball event, including maintaining mailing list, check-in at event and other assistance as needed
• Billing and depositing Oklahoma City Clinical Society annual dues
• Other duties as assigned

Manage all activities relating to the smooth running of the office with minimal supervision, including:

• Serving as the office receptionist to greet visitors, answer the main phone line, respond to questions and requests, forward calls to appropriate staff members, and managing the voicemail system
• Serving as a liaison between the OCMS governing board and staff, attending and taking the minutes of board meetings and providing clerical support to the board
• Distributing the office mail
• Maintaining and stocking supplies for workroom and staff needs
• Working with Associate Director/Managing Editor of Bulletin providing Bulletin spreadsheets to mailing house

Successful candidates will:

• Be able to administer highly confidential matters with tact, diplomacy and discretion
• Have exceptional interpersonal and written communication skills
• Be adaptable to changing member needs
• Display a positive attitude
• Project a positive demeanor, especially in stressful situations
• Demonstrate excellent planning and organizational skills while handling multiple tasks
• Meet deadlines consistently
• Take a proactive approach and work independently
• Have awareness of the importance of front line responsibility in the public’s perception of OCMS
• Be detail-oriented when entering data and communicating with others; must be committed to excellence in all aspects of work
• Present a professional appearance


• Minimum of two (2) years of college
• Minimum of five (5) years of office administration experience or an equivalent of education and/or experience
• Proficiency in Microsoft Office, especially Word and Excel
• Experience with database management
• Understanding of basic website updates

Send cover letter, resume and three (3) references with names and contact information (letters of reference not required at this time) to:

Jana Timberlake, CAE, Executive Director, Oklahoma County Medical Society
313 NE 50th Street, Suite 2, Oklahoma City, OK 73105
Email: [email protected]