Administrative Coordinator

1 week ago

Alexandria, United States AASA, The School Superintendents Association Full time

The American Association of School Administrators, d/b/a, AASA the School Superintendents Association, is the premier association for school system leaders. We serve as the national voice for public education and district leadership on Capitol Hill. A professional community of more than 10,000 educational leaders, AASA and its members are committed to providing high-quality public education to all students.

AASA is looking for an Administrative Coordinator with a minimum of two years of professional experience in a busy work environment to support our partnership and communication departments. The individual will assist in the coordination of activities, support member relationships, and serve as primary receptionist in our new office. The successful candidate possesses excellent communication and project management skills.

AASA is located in Alexandria, Va., just outside our nation's capital. We are conveniently located just blocks from the King Street Metro station, but we also provide free parking for our staff.

Interested candidates should submit resume and cover letter no later than Sunday, November 17, using the supplied link on this page.

To perform this job successfully, an individual must be able to perform the essential duties and responsibilities beyond satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to ensure individuals with disabilities to perform the essential duties and responsibilities. Hiring salary for this position is $48,000 to $60,000 depending on knowledge, skills and experience.
Assists and Supports Department Work

  • Formats, updates and disseminates program/department updates and specific correspondence, when appropriate.
  • Assists, as needed, in budget documentation and tracking for assigned projects.
  • Supports in-person and virtual meetings.
  • Coordinates with the events team to provide information needed for successful event planning.
  • Assists AASA publications by vetting member mentions, shipping magazines, and updating the membership mailing list.
  • Supports AASA communications with the editorial review of emails, and the routing of media requests. In addition, the incumbent provides presentation support by proofreading, verifying page numbers and fonts, ensuring the deck is in the correct location, etc.
  • Works with the partnership department by creating event rosters, scheduling webinars in Asana, proofing signs, creating badges, managing shipments, and processing reimbursements.
  • Supports email deployment operations when needed.

Provides Administrative Support for Department and Organization
  • Performs complex administrative duties including processing correspondence, developing meeting agendas, booking travel, reconciling expenses, and preparing reports and presentations.
  • Provides full calendar management using advanced appointment settings, plus full association calendar management, as needed.
  • Prepares invoices, travel expense vouchers and other related reimbursements.
  • Coordinates credit card reconciliation.
  • Coordinates and completes project tasks as defined and assigned by supervisors.
  • Provides other travel support, as needed.
  • Provides call management for those supported.
Serves as the Primary Receptionist
  • Welcomes visitors to the building.
  • Responds to incoming telephone calls and AASA member/customer inquiries.
  • Keeps current on AASA programs, member benefits and the dues structure.
  • Supports reception of event participants in office.
QUALIFICATIONS:
Education: Bachelor's degree or equivalent training and experience expected.

Experience:
  • Minimum two years of professional experience in a busy work environment with tight deadlines.
  • Non-profit, agency or association experience a plus.
  • Demonstrated success in project management, event coordination/facilitation and administrative services.
Skills:
  • Demonstrates excellent communications, human relations, customer service and project management skills.
  • Must be able to handle multiple tasks simultaneously.
  • Demonstrates ability to work under pressure with many different individuals.
  • Must have the ability to maintain composure under stressful conditions.
  • Strong initiative and adept with managing deadlines.
  • Exhibits professionalism.
  • Proficient in using varied PC applications, including Microsoft 365 and PowerPoint.
Physical Demands: Regular use of desktop and laptop computers is common. Travel may be required and longer than normal hours of work at meetings and conferences may be expected.

OTHER REQUIREMENTS:
Regular use of a laptop computer is common. Travel may be required and longer than normal hours of work at meetings and conferences may be expected.

This position is performed in the AASA office but may be allowed occasional remote work.

The responsibilities shown above are characteristic of this position and may not include all duties. In addition, AASA staff are expected to work collaboratively and willingly on teams and projects as assigned and to perform other duties as requested.

AASA is an Equal Opportunity Employer.

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