Position Summary:     Serves as primary administrative support for Executive Director and provides project support, as needed.  Assures organized and efficient office operations and scheduling. Responsible for oversight of supplies and office equipment; updates to SOPs within purview, policies and procedures; committee agenda scheduling and preparation; Board minutes; committee interest, disclosure, and evaluation processes; and committee appointment communications. Oversees bookkeeper and insurance renewal processes. This position requires the exercise of discretion and independent judgment in communications with members; management of member activities and aspects of the technical membership database relating to committee structure, appointments and communication; creation of database reporting, and in representing the AOA to members and external parties.

Primary Duties and Responsibilities:

Office Management

• Provides general office administration for AOA headquarters office, including:
• Coordinates phone coverage and holiday schedules. Establishes administrative staff phone coverage schedule and assures a process for phone calls to be answered in three rings or less.
• Orders supplies and monitors invoices to ensure a cost-efficient purchasing and equipment rental/maintenance process.
• Responsible for equipment lease/contract renewals and cost-efficient utilization/maintenance of office equipment.
• Communicates with building management regarding facilities/security issues.
• Maintains current and new employee hire materials, orders background screenings, and coordinates compliance with the AOA’s HIPAA policy.
• Understands, communicates, and advances overall AOA strategic objectives to staff and external stakeholders.

Administrative and Procedures/Membership Coordination

• Creates, implements and maintains (including SOPs) database processes for member/committee activities including committee participation evaluation, slate nomination and consideration processes, committee interest solicitation process, and disclosures.
• Provides primary administrative support for the Executive Director:
• Manages the organization’s administrative committee interest, disclosure, and evaluation processes.
• Creates, edits, and distributes Board minutes.
• Coordinates all-staff meetings.
• Handles inquiries and requests to the Executive Director’s office and responds on behalf of the Executive Director.
• Manages Executive Director’s meeting, conference call, and travel schedule/arrangements.
• Processes daily mail and maintains files.
• Performs special assignments as determined by the Executive Director.

Supervisory responsibilities: One direct report

• Three years minimum of progressively increasing administrative experience. Association experience desirable.
• Strong computer skills including proficiency in using Microsoft Office Suite. Proficient with database technology; knowledge of WordPress and Salesforce a plus.
• Exercises sound judgment with proven ability to resolve complex issues quickly and calmly through critical thinking, analytical problem-solving, collaboration and conflict management
• Strong project management skills including demonstrated ability to organize diverse types of work, shift gears quickly and adapt to changing priorities and competing deadlines
• Displays a polished, poised, confident and professional demeanor that projects the premiere image of the organization
• Establishes and maintains effective working relationships with management, co-workers, association members, representatives of external organizations, and the general public
• Proven ability to function independently and assume responsibility for delegated activities
• Uses clear, concise, consistent, and tactful language, both verbally and in writing, to communicate effectively with multiple audiences on a wide variety of issues
• Willingness to work extra hours during busy periods to assure that deadlines are met