Associate Director, Elections and Standing Committees
The American Psychiatric Association
Location: Washington, D.C.
Type: Full Time
Project Management/Program Development
4 Year Degree
This is a highly visible administrative position that frequently intersects with key leadership, manages highly confidential and politically sensitive information and interfaces with the CEO Office. The Associate Director of Elections and Standing Committees is responsible for managing all aspects of the APA National Elections for the Board of Trustees in coordination with the four standing committees related to the elections process Nominating Committee, Election Committee, Tellers Committee and Bylaws Committee and provides oversight to the election process of APAs Assembly Committees, managed by the Division of Diversity and Health Equity, which occurs in off years. The AD also supports the Assembly Committee on Procedures and the Distinguished Service Award Committee and manages the planning and implementation of the APA Annual Business Meeting held at the APA Annual Meeting.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manage the activities of APAs National Nominating Committee (and its sub-committees), Elections Committee, and Tellers Committee in relationship to the executive of the APA National Elections.
Serve as primary contact and resource for candidates and ensuring clarity on APA policy, election procedures, guidelines, and overall election matters for the voting membership, and the District Branches.
Ensuring committee members understand their scope of responsibility, provide guidance in policy recommendations, and organize responses and solutions to emerging issues.
Direct the procurement and manage the scope of work of an external election management firm including producing, ordering, reviewing, and approving file production, ballot printing, booklet printing, mailing and other materials necessary for balloting to ensure voter accessibility and election security preparedness.
Prepare and maintain written committee reports of elections process for the Board of Trustees, historical purposes and make available for general membership as needed.
Maintain absolute confidentiality and ensure integrity of APAs election programs and processes.
Provide oversight to the election process of APAs Assembly Committees, managed by the Division of Diversity and Health Equity.
Serve as an advisor on APA Bylaws to the committee and APA Administration.
In coordination with the committee, manage the review and approval process of APA bylaws amendments when changes are made.
Prepare applicable committee reports to the Board of Trustees and for inclusion in the APA Annual Business Meeting Report and the American Journal of Psychiatry.
Assembly Committee on Procedures
Act as a resource and advisor to the committee chair on APA policies, procedures, and operating guidelines.
In collaboration with the committee chair, develop and disseminate revisions of the Assembly Procedural Code.
Ensure compliance reviews of APA Assembly and Assembly-related Procedural Codes.
Maintain knowledge of all Assembly policies and procedures.
Distinguished Service Award Workgroup
Manage the annual award selection process for DSA recipients in coordination with the APA President (committee chair), the CEO and Medical Director and DSA Committee members.
APA Annual Business Meeting at the APA Annual Meeting
Direct activities related to producing the APA Annual Business Meeting which occurs at the APA Annual Meeting.
Responsible for coordinating the required annual reports in accordance with the APA Bylaws for inclusion in the Annual Business Meeting Report.
Responsible for preparing the agenda and producing the final report in coordination with the Division of Communications for online publishing in advance of the annual meeting.
Responsible for finalizing the Annual Business Meeting logistics in coordination with the Meetings and Conventions Department.
Responsible for working closely with presenters to ensure their reports at the meeting in accordance with the APA Bylaws.
Prepare meeting script for the APA President.
Other duties as assigned.
Bachelors Degree or equivalent experience.
Minimum of 7 years administrative and project management experience with demonstrated organizational and problem-solving skills, a commitment to service excellence, and working directly with key stakeholders in a highly visible role.
Excel in project planning and execution.
Ability to read and write reports, bylaws, guidelines, correspondence, and articles for publication within area of expertise.
Ability to work under stressful conditions that involve careful handling of highly confidential material and approaching all issues with patience and equanimity.
Communicate effectively, tactfully, and diplomatically with members, candidates, Board members, staff at all levels and the ability to maintain productive and positive working relationships with members, volunteers, and teammates.
Ability to understand and synthesize material and information quickly.
Ability to work independently with minimal supervision and adapt effectively to changing circumstances.
Experience in use of Association Management; Salesforce experience preferred.
Highly proficient with Microsoft Office Suite products, Adobe Acrobat Professional, and creating electronic forms.
Knowledge of parliamentary procedures.
Experience building a sense of community and belonging.
American Psychiatric Association (APA) is the world's largest psychiatric organization, with over 38,500 U.S. and international member physicians and 240 employees. Its vision is a society that has available, accessible quality psychiatric diagnosis and treatment. APA has excellent benefits, including medical, dental, 401k, flexible spending accounts, and tuition assistance. The APA is located in Washington, D.C. within walking distance of the L'Enfant Plaza Metro stop.