Administrative Coordinator / Assistant Meeting Planner
: Job Details :

Administrative Coordinator / Assistant Meeting Planner

Gulfcoast Ultrasound Institute – Saint Petersburg, FL

Job Description:

Gulfcoast Ultrasound Institute (www.gcus.com) has been a leading provider of diagnostic and interventional ultrasound-specific continuing medical education (CME) since 1985. GCUS offers live hands-on courses, online courses, custom onsite courses, and a full line of over 300 self-directed CME credit-approved products.

Our offices are located in downtown St. Petersburg, FL and we are in need of a Full-time Administrative Account Executive to help with a variety of roles within the company. This individual will assist in multiple department projects along with day-to-day responsibilities.

Regular hours are Monday-Friday 8:30 am-5:00 pm. When seminars are conducted the administrative staff rotate working different shifts: 6:00 am-2:30 pm, 8:30 am-5:00 pm, and 9:00 am-5:30 pm. There are occasional Saturday and evening work requirements. Upon successful completion of training a FLEX scheduling option during non-class weeks is offered.

This position usually takes about a year to go through training to learn terminology and all aspects of the business with a full-time rate of $38,000/ year plus benefits. Once comfortable in the position there will be commission incentive opportunities available based on warm lead outbound sales and customer follow-up on top of salary and benefits once fully trained.

Our location is in downtown St. Petersburg, FL … Due to drive time, we are considering only those residing in Pinellas County.

Looking for the following qualities in applicants: Upbeat, Positive Attitude, Customer Service Oriented, Team Player, Multi-tasking, Organizational Skills and Detail Oriented.

General prerequisites include:

• Excellent customer service skills
• Strong Self-initiative
• Desire to assist others
• Strong Interpersonal communication skills
• Ability to show up on time / multitask
• Exceptional organization skills and detail-oriented
• Strong oral and written communication skills
• Ability to work independently and as a team
• Computer skills using Microsoft Office, Access, Outlook, Google Drive / Docs / Sheets, general e-mail, and Internet
• Quickbooks Enterprise Online knowledge is a plus, however, can be taught on the job
• Medical Experience/terminology is a plus
• Experience in dealing with accredited continuing medical education events is also a plus
• Minimum Associate degree.
• Office building policy is a smoke-free environment.
• Assist with other departmental projects on an as-needed basis

General Responsibilities Include:

The day-to-day responsibilities of this position are multifaceted and require an individual who is able to prioritize tasks, and have the ability to work well with others, as well as the ability to work alone. This position will require someone who is self-motivated and able to think creatively. Customer service skills are a must to assist with questions about the various products and services offered.

• General customer service responsibilities
• Ability to make outbound warm-lead calls to previous customers and follow up with customers who have requested information from our company
• Process seminar registrations
• Process online product sales orders
• Answer questions from prospective customers regarding seminars, products, and other services offered
• Follow-up with online customers who have items in their shopping cart but have not completed the online check-out process
• Follow-up with online customers who have sent in contact information request questions

Seminar coordination responsibilities include:

In this position, you will have several courses ranging from 5-50 attendees per course assigned to you each year. During these events, you will be responsible for the coordination of faculty travel, attendee lodging assistance, coordination of food and beverage, pre and post-course materials, etc. You will be working closely with the technical program coordinators to ensure the events go smoothly. Attention to detail and excellent organizational skills are a must.

• Preparing course materials
• Prepare sign-in sheets, name tags, rosters, evaluation forms, CME certificates, confirmation letters to instructors, models
• Oversee classroom and scan lab setup for seminars
• Help set up for seminars
• Complete guest speaker travel arrangements
• Coordinate hotel arrangements for seminar attendees
• Maintain course files for accreditation purposes (special training provided)

Please upload your resume with references (Required).

Interview appointments are based on qualifications currently being set. Please do not walk in, only online submissions will be considered.

This position is a full-time salary position. A 90-day review will be conducted to evaluate your performance at that time. Annual reviews are conducted at which time pay/role changes will be considered. This position takes about a year to become fully trained, over which time we encourage employees to identify areas of interest. After a year we try to adapt the position to focus on areas that highlight the employee's talents.

Please attach your resume', references, and any additional documents that you think we should consider (Please NO walk-ins or phone calls)

*Please note that due to office building rules, Gulfcoast Ultrasound Institute is a non-smoking work environment.

Benefits:

• Health insurance (optional participation after 60 days of employment) Choice between 3 UHC plans
• Vision insurance (optional participation after 60 days of employment)
• 401(k) Retirement plan with Company deferral match (optional participation after 1 year of employment)
• Flexible Paid time off (40 hours FPTO after 90 days, additional 80 hours FPTO after 1 year, additional 4 40 hours after 5 years)
• Flex Scheduling Upon successful completion of training, a FLEX scheduling of four 10-hour days option during non-class weeks is offered).
• Paid time off for Select National Holidays (after the probationary period)
• Parking pass for the garage (can also be used on weekends and during special events)

Job Type: Full-time

Pay: From $38,000.00 per year

LOCATION:

Gulfcoast Ultrasound Institute

Plaza Tower (Across from Sundial Downtown St. Pete)

111 Second Ave. NE, Suite 800

St. Petersburg, FL 33701