Program and Meetings Coordinator

HYBRID WORK SCHEDULE AVAILABLE

Association Headquarters is searching for a Programs and Meeting Coordinator for its client partner team in our DC office, the Private Practice Section, APTA. The Programs and Meeting Coordinator performs a variety of tasks to provide administrative and operational support to the PPS team. The Program and Meeting Coordinator reports to the Executive Director and is responsible for delivering exceptional customer experience, executing assigned projects, and performing assigned duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist Executive Director with the management of PPS and Institute Boards.
  • Prepare meeting agendas
  • Prepare meeting minutes
  • Maintain board Dropbox and track the progress of board action items
  • Attend board meetings as needed
• Serve as staff liaison to multiple committees, some in a support role, others as main lead:
  • Payment Policy and associated task forces (support)
  • Government Affairs (support) & Key Contacts (lead)
  • Nominations Committee (lead)
  • Administrators' Network (lead)
• Manage Annual Call for Volunteers
• Manage Nominations and Elections process - set up online, assist members with voting questions, etc., the staff nominations committee
• Promote and execute the Administrators Network program, including:
  • Recruit/retain members
  • Quarterly newsletter and webinars
  • Annual Administrators Certificate Program

Meetings Responsibilities:

• Setup and manage registration for Graham Sessions and Peer2Peer
  • Build forms in YM
  • Ongoing customer service during registration
  • Prepare name badges and meeting materials
• Booth development and management
  • Manage the development of booth and materials for CSM and Annual Conference
  • Recruit and manage volunteer booth personnel
• Prepare and pack supplies for all PPS conferences (4 per year)
• Manage Peer2Peer membership roster and annual application process
  • Work with the facilitator to place members in groups and onboard new members
  • Manage group roster for full program
  • Manage annual payment process for members through YM form
  • Develop and manage communications schedule for members of the program
  • Develop and manage promotion schedule for annual recruitment

MEASUREMENT OF SUCCESS

• Successfully meets deadlines
• Proactively alerts Supervisors to challenges or concerns related to the delivery of service.
• Proactively suggests solutions to challenges encountered
• Effectively self-reviews work product and produced limited errors
• Pays attention to detail related to the management of relevant databases

EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES

• Bachelor's degree preferred, high school diploma required.
• Ability to communicate effectively and tactfully with members, volunteer leaders, and staff and present a positive image through these communications.
• Exceptional PC skills with advanced proficiency in Microsoft Word and Excel and ability and willingness to learn new software and programs as required.
• Strong writing and editing skills.
• Ability to work on a wide variety of tasks independently and in a team structure. Flexibility and adaptability to changing priorities are required.
• Ability to coordinate projects and work within groups to facilitate change, propose alternatives, and create solutions.
• Ability to meet deadlines, set priorities, and demonstrate attention to detail.
• Excellent organizational, analytical, and logical skills.

APPLICATION INSTRUCTIONS

In order to be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required, including full employment and salary history.

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

For more information, visit associationheadquarters.com, connect with AH on Facebook at facebook.com/AssociationHQ and follow twitter.com/association_hq on Twitter.

BENEFITS

Benefits include, but are not limited to:

• Medical, Dental, and Vision
• Voluntary Life Insurance - Employee Paid
• AFLAC available
• Paid holidays and Paid Time Off (PTO) accrual, including Early Out Fridays during the summer months
• 401k
• Basic life insurance, short-term and long-term disability

Other Benefits of Working at AH:

• Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees
• Industry Leader - Most credentialed AMC and the first AMC to be Customer Service Certified by the Customer Service Institute of America
• Flex Schedules
• Gym reimbursement program
• Tuition reimbursement program
• Training and Development opportunities