Job Details

Administrative Specialist

American Academy of Ophthalmology (AAO)

San Francisco, CA (Hybrid)

Position Summary

The American Academy of Ophthalmology is seeking an experienced and highly organized Administrative Specialist to support the American Academy of Ophthalmic Executives® (AAOE®) and the American Academy of Ophthalmic Professionals® (AAOP™) with affiliated practice management and clinical teams initiatives. This role is central to ensuring operational excellence across department programs, governance activities, and the Academy's Annual Meeting.

The Administrative Specialist oversees administrative systems, coordinates cross-functional initiatives, and manages key operational workflows that enable programmatic and financial success. By strengthening the infrastructure behind AAOE and AAOP's education, consulting, and member engagement efforts, this role directly supports the Academy's mission to protect sight and empower lives.

As part of the Academy, the American Academy of Ophthalmic Executives® (AAOE®) and the American Academy of Ophthalmic Professionals® (AAOP™) serves as the practice management affiliate, providing education and a supportive, solutions-oriented professional network to empower practice and clinical teams to successfully manage the business side of ophthalmology. Through a robust Annual Meeting program, an extensive website and online member community, webinars, in-person coding courses, consulting services, and practical resource libraries, AAOE and AAOP delivers essential practice management and coding expertise strengthening operations so ophthalmologists can focus on delivering exceptional patient care.

Key Responsibilities

Operational & Administrative Leadership
• Lead day-to-day departmental operations and workflow coordination
• Develop and maintain tracking tools for consulting engagements and program initiatives
• Oversee budget monitoring, expense reconciliation, and sponsorship tracking
• Coordinate contract processing and administrative systems

Program & Member Engagement Support
• Coordinate content workflows and maintain online resource libraries
• Serve as a key point of contact for member inquiries
• Support webinar logistics and collaborate across departments
• Provide coordination support for consultants and special initiatives

Annual Meeting & Event Management
• Manage logistics for AAOE-related events at the Annual Meeting
• Coordinate speaker communications, registrations, and on-site operations
• Support board retreats and mid-year forums

Governance & Committee Administration
• Administer the boards and committees processes and documentation
• Maintain governance infrastructure and onboarding materials

Required Qualifications
• Experience in office administration, operations coordination, or project management support
• Ability to manage multiple priorities and meet deadlines
• Strong written and verbal communication skills
• Financial aptitude, including budget tracking or expense reconciliation
• Proficiency in Microsoft Office Suite and virtual collaboration tools
• Ability to handle confidential information with discretion
• Exceptional organizational skills and attention to detail
• Systems thinker with process improvement capability
• Strong customer service orientation
• Collaborative and cross-functional mindset
• Sound judgment and proactive problem-solving ability

Preferred Qualifications
• Bachelor's degree
• Experience within a healthcare, medical office, professional association, or membership organization
• Familiarity with practice management or medical office operations

Work Environment

This position follows a hybrid schedule, with two in-office days each week at our San Francisco headquarters. Occasional extended hours and on-site support are required during the Academy's Annual Meeting and other major events.

Compensation & Benefits

Salary: $89,832

This position includes a comprehensive benefits package, including health coverage, paid time off, and a generous retirement plan contribution.

Salary listed reflects compensation for San Francisco-based hybrid employees. Compensation may vary based on geographic location, experience, and internal equity considerations.

Equal Opportunity Employer

The American Academy of Ophthalmology is committed to fostering a diverse, inclusive, and respectful workplace. We welcome applicants of all backgrounds and experiences and encourage individuals who are excited about our mission to apply-even if their qualifications do not perfectly match every requirement listed.

We are proud to be an equal opportunity employer and do not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected characteristic.