Advocacy, Policy, Practice Advancement Coordinator

Description

Position Summary

The coordinator provides high-level administrative support to the Chief and staff of the division of Advocacy, Policy, Practice Advancement (APPA). The incumbent provides executive support, project management, internal and external communications management, document management, meeting support, office technology support, scheduling, administrative functions, records management, and handles highly confidential issues and matters of a sensitive nature.

This position involves frequent interactions with APA leadership, members, and all levels of APA staff along with congressional staff. Successful candidates will demonstrate strong professionalism, discretion, communication skills, technology savvy, and ability to manage competing priorities. The ideal candidate is a flexible professional who is a quick learner, demonstrates strong personal initiative, attention to detail, and task follow-through.

Duties & Responsibilities

• Provides administrative assistance and coordination of activities within the APPA Division, including managing and maintaining daily and long-range division calendar; arranges appointments, meetings, conference calls; plans and coordinates travel, itineraries, and reimbursement requests; coordinates with APA Administration for meeting materials.
• Performs various administrative duties independently.
• Creates and maintains organizational systems for scheduling, files, and materials for APPA.
• Coordinates and prepares business meetings/events involving internal staff and external members/partners, including scheduling, material preparation, and logistics/technology needs (e.g., video conferencing, presentations, WebEx).
• Builds strong relationships throughout APA to support and facilitate a collaborative team environment.
• Prioritizes and manages multiple projects simultaneously and follows through in a timely manner.
• Collaborates with APPA staff on additional administrative projects as needed.
• Manages expense reports and invoices for APPA.
• Responds to and/or triages calls and emails to the APA Practice Management Helpline and monitors follow-up.
• Manages and maintains calendars and coordinates office support for administrative functions.
• Develops and maintains administrative systems, monitors monthly expenditures, processes invoices and reimbursements.
• Manages communication on behalf of the division via email, fax, phone, and voicemail.
• Coordinates travel for APPA representatives and manages logistics and reimbursements.
• Supports office operations, including procurement, organization, and vendor coordination.
• Works with APA members and staff to proactively resolve issues.
• Receives, reviews, and distributes incoming mail appropriately.
• Performs general administrative duties and supports APPA-related projects and meetings.
• Coordinates the Division’s quarterly report to the APA and APAF Boards, including collecting, compiling, and submitting final documents.
• Manages monthly Policy and Advocacy Newsletters in collaboration with SMEs, editing and disseminating content to members, and coordinating with external divisions.
• Serves as Web Liaison for the division, troubleshooting with IT, reviewing and updating website content, fixing broken links, and providing redesign input.
• Communicates with APA members regarding APPA activities and advocacy issues, legislative, and regulatory efforts.
• Distributes congressional testimony and other literature upon request via email, phone, or mail.
• Collaborates with other APA departments to disseminate advocacy information to members.
• Provides administrative support for division conferences, including assistance with marketing materials, registration, logistics, and event follow-up.
• Supports APPA councils, committees, and boards with administrative services as needed.
• Attends relevant meetings, including Staff Liaison meetings.
• Ensures staff meet governance responsibilities, such as maintaining rosters, reviewing action papers, and coordinating nominations.
• Performs other duties as assigned.

Competencies

Scope & Impact

• Supports APPA by performing listed duties and contributes to process improvements.
• Success is frequently measured by completion of individual tasks.

Complexity, Problem Solving & Decision-Making

• Performs routine tasks under well-defined rules and coordinates office support.
• Works with management to resolve administrative and operational issues, identifying and recommending solutions.
• Exercises judgment regarding communication, priorities, and scheduling.
• Independently manages programs, projects, and studies with minimal supervision.
• Uses creativity and analysis to solve complex, multifaceted problems.

Relationship Management & Authority

• Follows established protocols in relationships with members, customers, employees, and vendors.
• Uses tact and discretion to ensure cooperation on routine matters.

Organizational Knowledge

• Demonstrates basic understanding of department roles and responsibilities.
• Shows familiarity with policies, procedures, and terminology.

Qualifications

Required Skills, Experience, and Qualifications

• High school diploma required; bachelor’s degree preferred.
• Three or more years of professional experience supporting a senior-level leader.
• Project management and event planning experience highly preferred.
• Strong interpersonal, verbal, and written communication skills.
• Strong analytical, critical thinking, proofreading, and editing abilities.
• Proficient in Microsoft Outlook, Excel, Word, and other office software.
• Self-starter with excellent organizational skills and ability to meet deadlines independently in a virtual environment.
• Able to interact professionally under pressure while remaining flexible and resourceful.
• Sound decision-making and discretion; maintains confidentiality.
• Proficiency in information gathering and monitoring.

EOE, including disability/vets

Salary: $25.53–$29.09/hour

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