Posted: Nov 10, 2021

Program Coordinator

APPAM - Washington, DC
Full-time
Salary: Annually
Application Deadline: Dec 10, 2021
NGO/Non-Profit

The Association for Public Policy Analysis and Management (APPAM) is a nonprofit organization dedicated to improving public policy and management by fostering excellence in research, analysis, and education. APPAM accomplishes its mission through a variety of activities including an annual research conference with over 300 sessions, international and student conferences, several research awards, a top-ranked journal, diversity and entrepreneur fellowships, in-person and virtual programming, and podcasts. APPAM staff also provides management services to the American Society of Health Economists (ASHEcon) and National Tax Association (NTA), including overseeing their annual conferences, academic journals, websites, social media presence, membership activities, and awards. This position is expected to assist all three organizations.

APPAM has 3,300 members and a budget of $2 million dollars.  The annual budget has doubled in size over the last decade; there are currently 7 full-time staff members and several consultants. The organization is well-respected and in a period of growth. Employees are currently remote but are expected to report back to the Washington DC office in early January 2022. The Program Coordinator is expected to check the mail twice a month until normal operations resume.

APPAM is currently seeking a Program Coordinator. This position and will focus largely on program/project coordination and administrative support.

The successful candidate will:

  • Located in the Washington DC area, required
  • Have a bachelor’s degree, required
  • Be proficient with Microsoft Office, particularly Excel, required
  • Open to travel a few times per year, required
  • Be proficient in video conferencing software, particularly Zoom, required
  • One to two years of association, non-profit, or administrative experience, preferred
  • Experience with Confex (AMS) and MemberClicks (Member database), preferred
  • Exhibit great attention to detail with excellent organization skills
  • Have superior oral and written communication skills
  • Have the ability to manage timelines and be adaptable to change
  • Be able to work independently and meet deadlines
  • Be a proactive, take charge person. APPAM has a small staff of eight and every employee needs to take full ownership of their role
  • Be comfortable—and enthusiastic—with taking on new projects

COVID-19 Updates:

  • Employees are currently remote but will report to the downtown DC office two days a week starting in January 2022
  • The Program Coordinator will check the mail & deposit checks twice a month until normal office operations resume
  • Interviews will take place remotely via phone calls and Zoom
  • Meetings will remain virtual until March 2022, when air travel within the US will be required

Primary Responsibilities:

Program and Event Coordination

  • Provide general conference support for all conferences and events including supply orders, shipping, packing, and onsite supply organization
  • Act as the main point of contact for conference participants. Answer all conference-related questions in a timely manner
  • Manage Confex participant changes, such as speaker dropout and revisions, title and abstract changes, etc.
  • Provide registration assistance for conference and events. This includes responding to email requests for registration and refunds prior to the event and leading the onsite check-in and staffing process
  • Create and analyze post-event surveys for all APPAM events
  • ·Coordinate conference travel and manage the hotel group pickup and master rooming lists for the board, staff, select speakers, award winners and all registrants
  • Share all sponsorship specs and manage the collection process to ensure materials are received by the assigned deadline. Create, share, and track sponsorship invoice payments
  • Manage Fall Conference auxiliary events, such as Wellness Sessions and Affiliate Receptions, as requested
  • Act as staff liaison for the PhD Dissertation Award committee to ensure a smooth nomination, review, and winner selection process
  • Manage APPAM awards by collecting nominations, the required documentation, tracking nominees and sharing with the appropriate contact by the established deadline. Then alert the winners, arrange travel, track, and deliver the award funds, plaques, and post-event reimbursements
  • Manage the Positions in Policy Program for the Fall Conference by managing applications, acting as the staff liaison for job seekers and employers, checking membership status, and scheduling onsite interviews

Office and Administrative Support

  • Create two monthly accounting reports and work directly with the accountant to ensure that all accounting functions of the organizations are accurate and complete
  • Generate invoices, process payments, prepare and complete bank deposits, process credit card transactions, and assist with membership renewals, and perform other financial requests
  • Manage all the administrative functions for the office, including the IT systems, email programs, supply ordering, mailing and shipping, infrastructure, and vendor relations. This includes checking the mail biweekly while the office remains fully remote and checking the mail twice weekly when normal operations resume
  • Check Career Connections weekly to track job seeker resumes, employer job listings, revenue, job listing types, provide refunds as necessary, and collect quarterly revenue payments
  • Clean and maintain Confex, MemberClicks and other databases as requested
  • Monitor the APPAM Info email box and respond to emails daily
  • Attend all committee and Governance meetings to act as the primary notetaker
  • Manage the monthly timesheets for all employees

Benefits

  • Full health, dental, vision and life insurance
  • 8% 403(b) employer contribution
  • Short and long-term disability insurance
  • DC Paid Family Leave
  • Two weeks’ vacation, with an annual increase up to four weeks’ vacation
  • A flexible work schedule, including the opportunity for part-time remote work
  • A professional development budget
  • A convenient downtown DC location
  • A casual office environment