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Advocacy Coordinator

2 months ago

Washington, Washington, D.C., United States The American Psychiatric Association Full time
Job Summary

We are seeking a highly skilled and organized Advocacy, Policy, and Practice Advancement Coordinator to provide administrative support to the Chief and staff of the Division of Advocacy, Policy, and Practice Advancement (APPA).

Key Responsibilities
  • Provide high-level administrative support, including executive support, project management, internal and external communications management, document management, meeting support, office technology support, scheduling, and administrative functions.
  • Coordinate and prepare business meetings and events involving internal staff and external members/partners, including scheduling, material preparation, and logistics/technology needs.
  • Build strong relationships throughout the organization to support and facilitate a collaborative team environment.
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
  • Collaborate with APPA staff on other administrative projects as needed.
  • Manage expense reports and invoices for APPA.
  • Develop and maintain administrative and office management systems, including monitoring monthly expenditure reports for the division and assisting in the processing of invoices for payment and travel reimbursement forms.
  • Provide administrative support for division conferences, including assistance with marketing and communications materials, registration preparation and management, travel logistics and tracking, and follow-up activities.
  • Perform general administrative duties in the department, including covering the APA advocacy main phone line and directing calls to appropriate staff.
Requirements
  • High school diploma required, Bachelor's degree preferred.
  • Three or more years of related professional work experience supporting a senior-level leader.
  • Project management and special events planning experience highly preferred.
  • Strong interpersonal skills and demonstrated excellent verbal and written communication skills.
  • Strong analytical and critical thinking skills.
  • Excellent proofreading, editing, and document preparation skills.
  • Experience with Microsoft Outlook, Excel, Word, and other office software.
  • Self-guided and a self-starter with exceptional organizational skills and the ability to work quickly and independently in a virtual work environment, meeting precise deadlines.
  • Able to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
  • Able to execute decision-making with sound judgment and discretion and maintain a high level of confidentiality.
Competencies
  • SCOPE & IMPACT: Supports APPA by performing the duties listed above and contributes suggestions to improve processes.
  • Success is frequently measured by the completion of individual tasks.
  • COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING: Completes routine tasks while adhering to well-defined rules and standards and coordinating office support for other administrative functions.
  • Works closely with Division management to resolve office management issues, including administration and operations.
  • Identifies routine and predictable problems and recommends solutions to management.
  • Exercises substantial independence of judgment concerning access, priorities, and communication needs.
  • Resolves complicated scheduling issues.
  • Plans, designs, and carries out programs, projects, studies, and other work independently.
  • Uses judgment and ingenuity in interpreting the intent of existing guidelines and in developing applications to specific areas of work.
  • Simultaneously works on several assignments requiring analysis of a large number of intricately related complex variables.
  • Exercises a high degree of creativity.
  • Extensively probes and analyzes problems to determine their nature and scope.
  • Work output is often a predictable product that is used by others to perform larger portions of the end result.
  • RELATIONSHIP MANAGEMENT & AUTHORITY: Relationships primarily follow established protocol.
  • Relationships may include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communication.
  • Uses tact and discretion to obtain cooperation and understanding on routine matters.
  • ORGANIZATIONAL KNOWLEDGE: Demonstrates a limited understanding of the work relationships and responsibilities within the department.
  • Demonstrates a limited knowledge of policies, procedures, and terminology.
  • SUPERVISION: No direct management or supervisor duties.