The purpose of the Administrative Assistant is to maintain positive communication and trust with TVMA membership toward the Texas Veterinary Medical Association by providing first contact and receptionist services, order receipt and fulfillment, greeting and visitor assistance, and call routing. In addition, this position performs general administration duties and provides support to all departments and affiliated organizations, including Texas Veterinary Medical Foundation (TVMF) and Veterinary Political Action Committee (VPAC).
Duties Related to Member Relations:
- Receives all incoming telephone calls and transfers telephone calls to the appropriate person or office
- Takes telephone messages for unavailable staff members or directs the call to the appropriate voice mailbox
- Greets and welcomes visitors to the office and assists them in conducting their business in a professional and efficient manner
- Intakes orders for TVMA member products and completes order fulfillment
- Assists with processing payments for membership renewals and product purchases
- Manages returned mail – updating address in the database
- Assists with TVMF Memorial Gift Program including data entry and assembling and mailing memorial cards
Duties Related to General Administration:
- Handles routine requests for information from the general public
- Receives, date-stamps, sorts and distributes incoming mail
- Prepares outgoing mail and delivers same to the nearest Post Office for posting
- Orders office supplies and maintains office supply cabinet
- Provides hospitality services to individual visitors, visiting groups, and assists with TVMA staff socials
- Assists with TVMA mailings
- Develops, maintains and executes Standard Operating Procedures for each of the duties listed above
- Assists with TVMA scheduling and travel as assigned by the Executive Director
- Handles all other duties and responsibilities that may be assigned
Duties Related to Professional Growth and Development:
Develops a performance management plan each year in conjunction with the Chief Financial and Operations Officer and executes this plan throughout the year
Qualifications and Requirements:
- High school diploma is required, associate degree or higher is preferred
- Previous experience as an Administrative Assistant or similar position
- Demonstrated skill and accuracy with computer-based word processing and basic spreadsheet manipulation, preferably in Microsoft Word and Excel
- Strong verbal, telephone and written communication skills
- Experience working in an association with a membership database highly valued
- Experience working in the veterinary industry a plus
- Ability to exercise diplomacy and discretion and use sound judgment in dealing with TVMA members, associates, and the general public via phone & in person
- Ability to balance multiple projects with conflicting priorities while meeting project deadlines with minimal day-to-day supervision
- Ability to deal with periods of high stress and to work within established performance standards
The Texas Veterinary Medical Association (TVMA) was organized in 1903 and is currently celebrating 120 years of representing the veterinary profession in the Lone Star State. TVMA continues to operate as a nonprofit organization under the laws of the state of Texas. The purpose of TVMA is to support veterinarians as they practice the art and science of veterinary medicine in Texas. TVMA is comprised of more than 5,400 DVMs, students, licensed veterinary technicians (LVTs) and industry professionals who work together for a collaborative, united purpose. That mission is to promote, advocate for and protect the veterinary medical profession and to advance animal health for the well-being of animals and humans.
Today, TVMA is one of the largest state veterinary medical associations in the nation and is recognized for its leadership on important issues, innovative solutions and effective representation. In 2022, TVMA was named “Best in Business” for advocacy by the Veterinary Medical Association Executives (VMAE). The excellence of TVMA educational programs, publications and legislative efforts has fostered an outstanding reputation among veterinarians and sister associations across the country. TVMA is also one of the hosts of the multi-state Southwest Veterinary Symposium (SWVS), currently celebrating its 20th anniversary. TVMA collaboratively assists a number of other state associations with the certified veterinary assistant (CVA) program, which helps to promote interest and staff retention in the veterinary profession. The TVMA umbrella also includes the Texas Veterinary Medical Foundation (TVMF), a separate philanthropic arm, and the largest veterinary political action committee (VPAC) in the nation.
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