Administrative Manager, Affiliate Affairs
I. JOB SUMMARY
Provide administrative and program management support to the Department of Affiliate Affairs. Serve as a central resource person for all internal and external requests for information regarding state and specialty college affiliates. Manage budgets and develop tracking systems for expenses to report variances to applicable team members. Manage all in-house meetings and conference calls, including call set-up and agenda preparation. Assist in the preparation and execution of the AOA’s LEAD Conference.
The Administrative Manager will split his/her time providing assistance to the Vice President, Affiliate Affairs and the director/managerial staff in the department. This includes, but is not limited to, providing administrative and project management support to the AOA’s managed affiliates.
The incumbent must take initiative, pay close attention to detail, be able to manage multiple priorities simultaneously, and collaborate effectively with various internal and external constituents. Excellent organizational, time management, oral/written communication, and budgeting skills required. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required and the ability to learn and apply new technologies; experience budgeting software and Web conferencing systems (i.e., WebEx), preferred. Some overtime, weekend work, and travel required.
II. ESSENTIAL FUNCTIONS
1. Respond to inquiries from AOA members and affiliate executive directors, regarding meetings and services.
2. Manage budget development, expense monitoring, variance reporting and forecasting for administrative and program budgets. Develop and maintain internal budget monitoring systems to ensure consistency across the area. Monitor and distribute monthly budget detail reports. Assist Vice President with Monthly Budget Reports.
3. Reconcile and process all team credit card statements and expense forms for staff and member travel to meetings (LEAD, OMED, etc.).
4. Arrange weekly staff meetings, in-house committee meetings, teleconference calls, and webinars, and serve as a team lead on virtual meeting software.
5. Coordinate meeting preparations for events taking place at national meetings and LEAD, including meeting notices, travel letters, airline reservations, meal and a/v requirements, specification sheets, dinner reservations and ground transportation arrangements.
6. Serve as the team lead for all faculty for the LEAD conference by meeting on-site with each presenter, ensuring that their presentations are in the correct format, offering assistance and posting the presentations to the web.
7. Complete and coordinate contracts and letters of agreement for affiliate grant programs, including the disaster recovery grants working with the AOA Foundation staff, and create/maintain a system to remind grant recipients of their progress report due dates. Draft requests for proposals, process applications, and prepare check requisition forms.
8. Manage all aspects of the grids/attendee lists for LEAD and facilitate attendee changes, extending invitations to replacement attendees and guests.
9. Assist in the development of member surveys, including the evaluations for LEAD and various affiliate and project surveys as needed. Field, analyze and develop executive summaries.
10. Distribute mail, place office supply orders, prepare meeting shipments and establish and maintain electronic filing system.
11. Draft minutes of meetings upon request.
12. Assist with department activities and events such as lunches, celebrations and department meetings, which contribute to development of a positive, collaborative working environment.
13. Assist staff with formatting documents, desktop publishing, updating Web sites and generation of graphs, charts and Power Point presentations.
14. Perform other duties as assigned.
III. MINIMUM QUALIFICATION OR EQUIVALENTS
A. Education: Bachelor’s degree in business administration, communication, or related field required. Knowledge of association and/or non-profit health care management helpful.
B. Experience: Experience with meeting planning/preparation highly desired, as well as experience in working with volunteer leaders.
C. Licensure or Certification: N/A
D. Special Skills: Project and time management are essential, as well as exceptional aptitude with computer programs and software. Exceptional customer service skills are required, in dealing with both internal and external constituents.
E. Database: Expertise in office management, membership, financial, publishing and database management software.
F. Communications: Exceptional interpersonal and written communication skills required. Strong writing skills essential.
IV. PHYSICAL/MENTAL DEMANDS AND WORKING ENVIRONMENT
This is primarily an office-based position. The ability to work and travel nationally, internationally and on weekends is required (estimate 10% effort). This position requires occasional work on weekends and evenings.
Physical demands include the ability to remain in a stationary position, the ability to operate office equipment and the ability to move supplies and equipment up to 25 pounds.
Some travel (10%) and weekend/evening work required.
V. EVALUATION AND ASSESSMENT
This position description reflects the assignment of essential functions. It does not restrict additional tasks that may be assigned. This job description is subject to change based on the needs of the organization.
- Pay Type Salary
- Travel Required Yes
- Required Education Bachelor’s Degree
- Chicago, 142 E Ontario St, Chicago, Illinois, United States of America