The Administrative Coordinator of Association Governance leads projects within the Department of Association Governance and acts as a key contributor on a cross-functional collaborative team. The key responsibility of the coordinator is to serve as a liaison to the President-elect and direct the association appointment process for Councils and committees in coordination with the President-elect and Director of Association Governance. The Administrative Coordinator also provides staffing assistance to the Director for the Board of Trustees and/or the Assembly Meetings and supports administrative projects related to Association Governance, as assigned with discretion and confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Liaison to the President-elect; Manage Appointments to APA Councils and Committees
Serve as Liaison to the President-elect, directing all aspects of the annual appointment process in coordination with the Director of Association Governance.
Brief the President-Elect and Speaker-Elect on the rules, exceptions, and special needs related to the appointments (i.e., charges of the components, special appointment situations, etc.)
Prepare and coordinate the open call for appointments to APA Councils and Committees (components), inclusive of a timeline, application submission process and promotion of the call.
Coordinate recommendations and/or submissions from Component Chairs, the CEO & Medical Director, Chiefs, and Component Liaisons.
Schedule and facilitate review and decision-making meetings with the President-Elect and respective key stakeholders to finalize appointment selections.
Oversee the production of appointment letters, ensure notification to and completion of online disclosures of all appointees.
Oversee annual update of appointment-related data within Salesforce in collaboration with the Information Technology team.
Supervise a portfolio of administrative projects on behalf of the Department of Association Governance
Provide governance support, logistical oversight, and/or technology coordination at meetings of the Board of Trustees, Assembly, Assembly Executive Committee, and other Association Governance events.
Collaborate with the Office of the CEO & Medical Director and other APA departments as part of the Officer/VIP annual meeting logistics and scheduling team.
Collaborate management of elections for the Assembly Minority and Underrepresented (M/UR) Committee Chair-elect, the rotating elections for eight Assembly Minority and Underrepresented (M/UR) Caucuses and oversee ad-hoc elections related to Association Governance as needed or assigned.
Perform other duties as assigned.
REQUIRED SKILLS AND QUALIFICATIONS
Bachelors degree or equivalent experience.
Minimum of 3-5 years administrative and/or project management experience with demonstrated organizational and problem-solving skills and a commitment to service excellence with ability to maintain professionalism and tact under pressure and adhere to high levels of confidentiality.
Excellent interpersonal and communication skills and the ability to maintain productive and positive working relationships with members, volunteers, and teammates.
Familiarity with the basic principles of association governance and parliamentary procedure preferred, but not required. preferred.
Demonstrated success prioritizing multiple tasks with competing deadlines, working under pressure, and the ability to rigorously follow-up on tasks and responsibilities.
Ability to understand and synthesize material and information quickly with a strong attention to accuracy, and detailed record-keeping.
Ability to work independently with minimal supervision and adapt effectively to changing circumstances.
Demonstrated ability with Customer Relationship Management systems or Association Management systems preferred; Salesforce experience preferred, but not required.
Experience with budget management, tracking, analysis, and reporting.
American Psychiatric Association (APA) is the world's largest psychiatric organization, with over 38,500 U.S. and international member physicians and 240 employees. Its vision is a society that has available, accessible quality psychiatric diagnosis and treatment. APA has excellent benefits, including medical, dental, 401k, flexible spending accounts, and tuition assistance. The APA is located in Washington, D.C. within walking distance of the L'Enfant Plaza Metro stop.