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STFM Chief Operating Officer

Are you looking for an opportunity to be a senior leader of an organization that provides work life balance and meaningful work? Interested in working where you have the resources to build things without a lot of red tape? How about being at a place where you and your work will be appreciated, and you’ll feel like part an important part of a staff family?

The Society of Teachers of Family Medicine (STFM) is a successful nonprofit for medical educators and is looking for a Chief Operating Officer to help us continue to grow and serve our staff and members. STFM’s headquarters office is in Leawood, Kansas, and the organization offers an outstanding work environment, competitive nonprofit salary, and a great benefit package. The office has recently shifted to 60% remote work and plans to continue working remotely for some percentage of time on a permanent basis.

Summary of Position – The Ideal Candidate
The Chief Operating Officer is a new position for the organization and is envisioned as a key member of the executive leadership team who will provide thought leadership and team oversight around strategy, finances, evaluation, and programming that advance STFM strategic priorities. This position will be responsible for developing and overseeing the financial operations of STFM, maintaining an innovation-driven culture, exploring ideas to create new products and services and improve existing ones, and managing the development of staff who run these programs.

The COO will partner with the CEO, staff, and external vendors to prepare budgets, financial statements, and forecasts and will play a formative role in building the culture
of STFM around teams, continuous learning, and results. STFM also has a 501c3 Foundation and provides management services for two smaller separate, but related, organizations.

Core Responsibilities
• Serve as second-in-command to the CEO.
• Direct and manage the financial operations of STFM.
• Develop plans to address the STFM Strategic Plan and ensure successful implementation of objectives and goals identified by the board and leadership.
• Supervise and consult with members and staff to create a culture of learning and innovation across the organization.

Financial Management
• Review and finalize the monthly financial statements (balance sheet, investment statement, and subsidiary documents) provided by the outside accounting vendor and staff accountant.
• Lead the annual budgeting process, collaborating with the CEO and leadership team.
• Work with outside vendor to prepare payroll forms, including deductions for income tax, social security, retirement, and health benefits.
• Work with outside vendors on the preparation of the Society’s Annual 990 Report (and 990 reporting for management service agreements).
• Maintain the Society’s insurance coverage, including insurance for risk management as well as health and supplemental insurance.
• Manage federal, state, and local grant accounting and reporting.
• Proactively pursue opportunities for cost efficiencies and improvements in operations.
• With the assistance of outside vendors and staff, provide accounting services listed in management agreements for the STFM Foundation, Association of Departments of Family Medicine, and the North American Primary Care Research Group.

Human Resource Management
• Provide oversight for STFM human resources activities.
• Administer or oversee in coordination with vendors, the Society’s health, dental, and vision programs, and other specific benefits programs.
• Maintain personnel files and ensure that applications for employment, insurance, and retirement benefits are appropriately completed.

Program Management
• Provide strategic and operational leadership for Accounting, Publications, Membership, Marketing, Conferences, Online Education, Information Technology, Fellowships, and Special Projects.
• Generate ideas, plans, pricing, and budgets for new programs and products based on member needs; create and present proposals to the Board of Directors; and oversee implementation.
• Monitor internal processes and identify and employ the most efficient methods of running the organization.
• Lead STFM’s program assessment process, working with the Program Assessment Chair and program/staff champions.

Key Credentials, Skills, and Qualities
• Bachelor’s degree in business administration, finance, or related field. MBA or related master’s degree preferred.
• At least 4 years’ experience as a COO or in an equivalent senior leadership role directing organizational finances and managing programs.
• Strong background in finance, budgeting, and financial management.
• History of success in process improvement, change leadership, and change management.
• Sense of humor, integrity, impeccable work ethic, and a spirit of optimism.
• Able to develop written reports with minimal review and oversight.
• Exceptional management and interpersonal skills in supervising and developing staff.
• Proven track record of developing and managing high quality programs and leveraging data to inform program evaluation, drive continuous learning, and improve programs.
• Solid technology skills, including Word, Excel, and PowerPoint.
• Occasional travel, evening, and weekend work required.

Valued Credentials
• Experience with QuickBooks Cloud accounting software preferred.
• Experience working in a non-profit environment is a plus.
• Grant management experience is a bonus.
• Staff who embody STFM core values – diversity, integrity, relationships, openness, nurturing, and excellence.

Think you’re a great fit? Apply to the position on Indeed.com (Chief Operating Officer, Society of Teachers of Family Medicine). Be sure to include your resumé, salary expectations, and a cover letter explaining why you would be an asset to the team.


North American Primary Care Research Group (NAPCRG) Operations Coordinator

Reports to: NAPCRG Manager, Operations and Program Administration, NAPCRG Conference Director

General Description: The NAPCRG Operations Coordinator supports the membership and meeting/event operations of NAPCRG, a global primary care research association. This staff member assists with regular membership efforts, meeting and conference coordination, and administrative duties, all of which require interacting with multiple systems and platforms. The responsibilities include:

● Regularly interact with members in answering questions or providing information or direction
● Process payments, update member records, and execute other membership-related customer service actions using Salesforce
● Ensure the accuracy of records and data in the database and demonstrate an understanding of database functionality
● Monitor the NAPCRG general email inbox

Board of Directors Support
● Support the Executive Director in preparing and disseminating board materials, including related communications and follow-up
● Support the Executive Director with Board meeting logistics and scheduling meetings.
● Coordinate recognition gifts and certificates for outgoing board members
● Process Board expense reports and reimbursements Committee and Program Support
● Provide ongoing administrative support of various committees and programs
● Keep records, schedule meetings, record and/or coordinate meeting minutes, update website, and promote the organization
● Coordinate all outgoing committee member recognition (certificates)
● Assist the manager in tracking the terms of volunteer leaders (committee members, Board of Directors)

Website Support
● Assist with website content updates and monitor for consistency and accuracy
● Assist with NAPCRG Connect postings, maintenance, and general inquiries
● Maintain the NAPCRG YouTube page
● Assist with the creation, dissemination, and collection of surveys

Meeting Support
● Coordinate all shipping arrangements to annual meeting location
● Prepare continuing medical education (CME) application
● Process registrations and provide customer service at conferences including all registration related items, process registrations, prepare badges/envelopes, managing onsite registration desk, etc.
● Support as needed with conference systems activities including call for papers process, presenter assistance, and abstract updates all which require proficiency with the internal conference administration system
● Assist with conference planning and coordination activities including but not limited to logistics, speaker support, moderator arrangements, scheduling, vendor management, and other duties as needed
● Provide administrative support in preparing event fundraising/sponsorship agreements and in ensuring that deliverables are fulfilled
● Support meetings, conferences, and ancillary activities onsite such as dinners, receptions, and social activities, as needed

Other Support
● Schedule and attend NAPCRG staff meetings, as needed
● Coordinate project tasks with team members, as needed
● Perform other duties as assigned
● Some travel may be required

● Must possess excellent communication and customer service skills
● Experience with virtual conferencing technology (Zoom, MS Teams, WebEx)
● Self-starter with the willingness to learn new technology, systems, and implement efficient standards and processes
● Familiarity with membership database software; Salesforce experience preferred
● Excellent people skills, positive attitude, and patience
● Comfortable working with minimal supervision with a high level of efficiency and accuracy
● Highly organized with the ability to effectively prioritize time and activities when receiving direction from multiple project leads
● Highly proficient computer skills, particularly with MS Word, Windows, Excel, PowerPoint, Adobe Acrobat, and basic HTML
● Association experience preferred
● Experience and high comfort level working in a virtual environment

Think you’re a great fit? Apply to the position on Indeed.com (Operations Coordinator, North American Primary Care Research Group, NAPCRG). Be sure to include your resumé, salary expectations, and a cover letter explaining why you would be an asset to the team.