Williamsport, Pennsylvania
Seattle, Washington
San Francisco , California
Muncie, Indiana
Posted: 19-Jan-23
Location: Work from home
Type: Contract
Salary: $50,000
Categories:
Salary Details:
Preferred Education:
Additional Information:
Executive Administrator
- Executive Committee (EC) and Board of Directors Support
- Work with the Chapter President to schedule and coordinate meetings.
- Assist in making hotel and meeting space arrangements including meeting rooms, meal functions and sleeping accommodations for Texas APA Board and EC functions.
- Coordinate with the Secretary in sending out meeting notices to members.
- Prepare agenda, collect meeting material, assemble, and distribute packets.
- Attend all Board Meetings and Executive Committee meetings as well as special called meetings on request.
- Distribute e-mails and messages to Executive Committee and Board members between meetings as required.
- Contract for services of the Chapter Communications Technician to provide and maintain Chapter and Sections Internet presence, web pages and social media.
- Manage contract for services Part-Time Communications Tech, conference assistance with CVENT, Certified Public Accounting firm and the Chapter’s policy, legislative, and advocacy consultant, Salient Strategies.
- Conference Arrangements
- Assist the Executive Committee, Board, Conference Planning Committee and Host Section in:
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- Preparing Request for Proposals (RFP) for the purpose of conference site selection.
- Obtaining and managing a conference platform for in-person, hybrid and virtual activities.
- In coordination with the Conference Coordinator, conduct site visits to potential conference venues.
- Making hotel arrangements including registration, hotel negotiations and financial management.
- Assist with the preparation of conference programs and activities.
- Assist with soliciting sponsors and exhibitors.
- Assist with identifying and recruiting keynote and plenary speakers.
- Assist pre-conference and on-site registration.
- Assist in developing publicity and marketing program and materials.
- Coordinate with the Treasurer and Conference Coordinator on tracking, documenting and completing financial transactions related to the conference.
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b. Coordinate the processing of conference registrations and payments.
- Member Support
- Answer telephone calls and e-mails. Provide general information, referral and messages as needed.
- Work with paid staff and/or assigned officers to email membership forms, brochures, policy guidelines and other APA/AICP products on request.
- Work with Intern to order and sell APA Texas products upon request (Chapter Lapel Pins, shirts and other).
- Assist standing and special committees of the Chapter.
- Assist assigned officers in generating monthly/quarterly welcome and information packets to new members.
- Professional Development Officer (PDO) and Certification Maintenance (CM) Officer Support.
- Coordinate with the PDO in corresponding with AICP exam applicants; obtaining and distributing study guides and other materials.
- Coordinate with the PDO and Certification Maintenance (CM) Officer for AICP exam training and AICP Certification Maintenance activities.
- Chapter Finances
- Coordinate with the Treasurer and CPA on financial reporting and budget development and implementation.
- Complete Chapter financial transactions including paying bills and reimbursements, making deposits, and maintaining financial documentation.
- Respond to requests for vendor information and other accounting matters.
- Coordinate accounting activities with Chapter’s Certified Public Accountant including management of and reconciliation of bank accounts, statements and maintaining documentation.
- Ensure that financial, IRS documents, reports required by APA National are prepared and delivered in a timely manner.
- Obtain VISA debit cards for issuance and use by the Executive Administrator, Chapter President and Treasurer, and for Section Directors and Treasurers.
- General
- Maintain a dedicated mobile telephone line, e-mail address and P.O. Box for APA Texas Chapter. Answer inquires during normal business hours and at times after hours.
- Direct and supervise Part-Time Communications Technician and Intern(s).
- Develop and maintain Windows-compatible computer documents.
- Maintain roster of the Board of Directors members in Windows-compatible format and distribute as needed.
- Maintain and distribute digital files for Texas APA letterhead stationery, awards forms, folders, notebooks, table tent name signs.
- Maintain and update passwords for Chapter-purchased applications, services, etc. using Password management best practices.
- Assist the Membership Chair in submitting monthly and/or quarterly reports to the Board of Directors regarding new Chapter members received from APA National.
- Maintain and update the statewide membership mailing list and Section sorts based on APA/AICP records and distribute updates to Chapter Officers and Section Directors.
- Maintain Chapter membership roster based on APA/AICP records provided by APA National; and provide to Board of Directors, Section and Network officers and organize the database to provide the Chapter Membership roster.
- Coordinate Chapter awards with Awards Committee Chair and administer the Richard R. Lillie, FAICP Planning Excellence recognition program.
- Assist the Planning Official Development Officer (PODO) in coordinating Planning Commissioner training workshops.
- Represent the Chapter in communications with APA National staff on improving services to members.
- Represent Chapter at certain planning conferences, meetings and related events.
- Represent the Chapter in communications and collaborations with other associations and agencies.
- Track, document and assist in implementation of the Chapter’s Action Plan and goals adopted by the Executive Committee and the Board of Directors.
- Assist Historian in the storing and filing of archival material.
- Store and arrange shipment of exhibit booth displays and banners.
Skills Required
The desired individual and/or firm should provide strong leadership skills to oversee the programs and activities of the APA-Texas Chapter. Applicants should have experience working with professional, non-profit organizations and their volunteer boards.
The Executive Administrator should be able to communicate both clearly and effectively to APATX members and its Board of Directors to implement the Chapter’s Action Plan, keep the Board and its volunteers engaged and on-task, and ensure programs and services are delivered to the members. Flexibility is a key skill as programs are ever-changing based on membership feedback and APATX Board direction. Strong organization skills and management experience is also desired as this position will manage at least three sets of contract services. Skills in recruiting volunteers and soliciting sponsorships is also highly desired.
The individual should be proficient with email, text, and video-conferencing communication (e.g. (Zoom, Teams, WebEx, Cvent, etc.).
Travel Expectations
The selected respondent will be required to participate in physical meetings, conferences, site visits, and other events (mostly in state). The Chapter anticipates 10-15 annual trips. Participation in the National Executive Administrator group is required. This group often meets virtually.
General
Physical labor is minimal and associated with routine office activities. The selected respondent must have access to reliable transportation and a valid driver's license.
