Operations Assistant

Based in West Des Moines, Iowa, Iowa Health Care Association (IHCA) and its divisions, Iowa Center for Assisted Living (ICAL) and Iowa Center for Home Care (ICHC), is a statewide non-profit organization that represents and serves a diverse membership comprised of Iowa skilled nursing facilities (SNFs), assisted living programs (ALPs), home health agencies (HHAs) and continuing care retirement communities (CCRCs) across Iowa.

Position Summary

Reporting directly to the Chief Financial Officer (CFO), this role involves a variety of administrative, operational and project-based tasks in areas including sponsorships, foundation initiatives, accounting and membership management. The ideal candidate will be detail-oriented, organized and skilled in Microsoft Office 365, with the ability to work efficiently in a dynamic environment.

Primary Responsibilities

• Assist IHCA event sponsors by providing event details and ensuring timely communication.
• Coordinate communication and logistics for IHCA’s annual trade show.
• Support IHCA Foundation scholarship programs, including gathering applications, scoring and organizing data.
• Draft and manage correspondence, such as emails and letters, related to foundation initiatives.
• Send checks to scholarship recipients, ensuring proper documentation and accompanying letters.
• Save and organize monthly PDF invoices for open balances.
• Accurately enter payments into the Association Management System (AMS) in a timely manner.
• Manage new membership applications and send welcome emails.
• Conduct monthly follow-ups with new and existing members.
• Maintain accurate membership records in the AMS.
• Complete and finalize the monthly membership report, ensuring the accuracy and clarity of data and analysis.
• Leverage advanced Excel skills (e.g., formulas, pivot tables, and data analysis) for various projects and reports.
• Performs other related duties as assigned by the CFO.

Qualifications

• Bachelor’s degree or equivalent experience.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), with advanced Excel skills (e.g., pivot tables, formulas and data analysis tools).
• 3–5 years of administrative support experience.
• Experience with Association Management Systems (AMS) or similar platforms is preferred.
• Experience with trade shows or event planning is preferred.
• Valid Iowa driver’s license

Demonstrated Skills

• Strong administrative skills, including organization, communication and problem-solving.
• Excellent project management skills with the ability to prioritize tasks and meet deadlines.
• Exceptional interpersonal and customer service skills.
• Professional-level verbal and written communication skills.
• Ability to respond to challenges calmly, courteously and with a solutions-oriented approach.
• Self-starter with the ability to work independently and take initiative.
• Team player with a collaborative mindset to achieve shared organizational goals.

Other Details

• Location: West Des Moines Office
• Reports to: Chief Financial Officer
• Status: Full-time; Non-Exempt

Work Environment and Physical Requirements

• Work is primarily performed in an office environment with frequent interruptions and occasional irregularities in the work schedule.
• No special physical coordination beyond normal mobility and handling of everyday objects is required.

How to Apply

To apply, send a cover letter and resume to Megan Stoulil at [email protected], and complete this Culture Index Survey.

Both of these steps are required to be considered for this position.

 

---