Organisation Summary

The Australasian College of Sport and Exercise Physicians (ACSEP) is a Specialist Medical College accredited by the Australian Medical Council and the Medical Council of New Zealand. The ACSEP is the professional body representing Sport and Exercise Physicians and Sport and Exercise Medicine in Australasia and is a rapidly growing College dedicated to providing a robust training experience for its Registrars and advancing the skills of its members through evidence-based practice.

Sport and Exercise Physicians are committed to excellence in the practice of medicine as it applies to all aspects of physical activity. Safe and effective sporting performance at all levels is a major focus. Alongside this is the increasing recognition of the importance of exercise in the prevention and treatment of common and often serious medical conditions and comorbidities.

Position Summary

The ACSEP Operations Manager (the Manager) will play a key role in the successful management and running of the daily requirements of the ACSEP office. The Manager works with key ACSEP program areas to ensure effective management and ongoing development of the work undertaken by the College.

The role will report to the ACSEP General Manager Partnerships and Organisational Development (GM) and is responsible for managing the ACSEP office, office administration and providing assistance to ACSEP staff managing program areas. The Manager will oversee the management of and improvements to the client relationship management system (CRM) and be the key point of contact for CRM external consultants. The Manager will also manage the ACSEP IT contract and assist with general website updates as required.

The Manager will also develop and analyse appropriate reports to assist the Executive with evaluating ACSEP program areas and will support the implementation of continuous improvement strategies as required.

The Manager requires excellent oral and written communication skills and advanced use of Microsoft Office programs and platforms used for online collaboration. The role is an integral part of the ACSEP National Office team and requires the ability to be highly organized, self-directed and show initiative.

Essential duties and responsibilities

ACSEP Communications

Oversee the management of office duties including:

• National Office phone line and mailbox

• Maintenance of collaborative relationships with key internal and external stakeholders.
• All enquiries for Associate and student membership and manage renewal notifications and the processing of these.
• Management of bookings for face-to-face and online meetings, catering and other office-based requirements.

Office Administration

• Work with program areas to initiative improvements to the College CRM (salesforce) and oversee the work of the Administration officer to ensure all data is current and reporting functions are correct. Be the key point of contact for Salesforce external contractors.
• Develop and analyse reports to assist the Executive in undertaking program area continuous improvement reviews
• Work with ACSEP program managers regarding updating of key contact lists and schedules yearly and as required.
• Manage all orders for office equipment and ensure the maintenance of a functioning office space.
• Develop and implement office procedures to continuously improve processes.
• Maintain key relationships with office administrators as required.
• Maintain ledger of ACSEP equipment and physical assets.
• Assist National Office staff members with program requirements as needed.
• Other program administrative work as required.

Information Technology

• Manage the contract and relationship between ACSEP and Helpdesk Computers (IT consultants).
• Assist with the management of the Website (Brightlabs) contract and assist staff with website update requirements.
• Be the point of reference for staff regarding IT and file management support and assist with problem solving a solution.
• Look for innovative ways to make improvements and test alternative options

Travel Coordination

Management of:

• The relationship between the ACSEP and Corporate Traveler (travel consultants).
• Staff and Board travel requirements.
• Any travel related reconciliation and/or audits.

Knowledge and Skills

• Relevant qualifications in project management and administration
• Experience working in program coordination in an education related environment desirable
• Strong communication stakeholder engagement skills
• Ability to interact with people of all ages and cultural backgrounds
• Demonstrated ability to contribute to process and quality improvement
• Ability to manage time, priorities and complete tasks and implement new initiatives
• Strong verbal and written communication skills
• Ability to work independently and as part of a team
• Sound computer skills

Salary and entitlements

$75,000 p/a (+superannuation)

5 weeks annual leave (+ a bonus week of paid leave over Christmas/New Year)

For a confidential discussion about the role contact Diana Quin at [email protected], using the subject line: Operations Manager enquiry via EthicalJobs.