The Administrative Coordinator will have the following essential responsibilities:
Provide executive support to the CEO.
Coordinate and manage general office services.
Provide administrative support for multiple staff members related to communications/marketing; membership/customer service; and publications/products.
Communications/Marketing support (35%)
Draft communications, messages and newsletter copy
Work with marketing staff to understand list and data parameters supporting direct mail, email, and other campaigns.
Research and stay current with other industry events relevant to and competitive with AAFCS offerings.
Provide support to broader AAFCS team for key initiatives and signature events.
Assist, as needed, with website updates and maintenance.
Executive responsibilities and duties (20%):
Assist with scheduling, making arrangements, and handling logistics and technology for CEO, Board, and/or committee meetings and conference calls.
Assist CEO, Board members, and speakers, as needed at Association events.
Research and conduct data analysis to prepare documents for review and presentation by boards of directors, committees, and CEO.
Create presentations and other management-level reports and correspondence.
Create, compile, and regularly update association leadership directory.
Receive, file, and/or disseminate executive correspondence, documents, and other materials.
Make travel arrangements, including, but not limited to, booking flights, cars, and making hotel reservations, as needed.
Manage Trade Show Exhibit Booth needs (i.e., ordering, handling, shipping, billing) for related organization events.
Assist where needed with event planning for leadership groups.
Membership, Credentialing, and Event Customer Service and Support (20%)
Provide first line support to answer incoming phone calls, deliver excellent customer service, and route calls or take messages, as appropriate.
Maintain polite and professional communication via phone, e-mail, and mail with all contacts.
Respond to requests regarding AAFCS membership programs and association events.
Respond to requests regarding AAFCS assessment and credentialing programs.
Work with staff and external vendor to efficiently and accurately enter and manage customer data in AAFCS’s database.
Help coordinate digital and mailed member communications throughout the year.
Present a professional, confident, and enthusiastic image in accordance with AAFCS’ mission, vision, and core values.
Office Services Support and Coordination (15%)
Welcome office guests and direct as appropriate.
Receive, file, and/or disseminate general correspondence, documents, and other materials.
Handle office postage, shipping, and receiving.
Manage inventory of office supplies and take responsibility for purchases/reorders.
Manage the association’s archives including consistent and ongoing contributions annually.
Assist Sr. Director, Finance & Operations, with managing maintenance of the office.
Products/Publication Support (10%)
Serve as the primary point of contact for receiving, processing, and shipping AAFCS merchandise and nonserial publications (i.e. Compendiums).
Track inventory of merchandise and publications and reorder as necessary.
Process subscriptions claims, and subscription inquiries for the Journal of Family & Consumer Sciences and the Research Journal of Family and Consumer Sciences. Create mailing lists as required.
Travel, as requested, to association events (typically once a year out of town and once in the DC Metro area).
*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Knowledge, Skills and Abilities Required
High technical proficiency with MS Office Suite (Word, Power Point, Excel and Outlook) and web browsers (Internet Explorer, Chrome and Firefox) are required.
Must be highly organized with a demonstrated ability to manage and prioritize multiple projects.
Must have a very high attention to detail.
Able to initiate action and follow-through.
Maintain professionalism in interpersonal, verbal, and written communication.
Associates or Bachelors Degree preferred.
Experience with Association Anywhere, Mailchimp, and SurveyMonkey is a plus.
Experience in association work and supporting multiple team members is desirable.
Internal Number: 47108444
The American Association of Family & Consumer Sciences (AAFCS), the only professional association dedicated to family and consumer sciences students and professionals from both multiple practice settings and content areas, announces a position opening for Sr. Director, Communications and Marketing. AAFCS is a broad-based 501 (c)(3) membership organization with both individual and institutional members.