Committee Management Specialist
Description
Committee Management Specialist
Full-Time Fully Remote Opportunity
The Committee Management Specialist provides administrative support and customer service for the APIC committees, taskforces, panels, and workgroups supported by APIC’s CRPIE. This position coordinates all operational support including but not limited to; scheduling, communications, member engagement, and annual selection processes. This role also manages departmental administrative functions, including budget support, record-keeping and customer services.
This position requires the ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, technical, and organizational skills. The incumbent must have the ability to maintain a realistic balance among multiple priorities.. The Committee Management Specialist must be able to work under pressure at times to handle a wide variety of activities. This position supports the goals and mission of APIC. This position has visibility and significant interaction with members.
The Committee Management Specialist exemplifies APIC’s staff core values of Ownership, Unity, and Commitment.
Requirements
Education/Experience
- Associates degree or equivalent number of years’ experience
- 3 years of customer service and administrative experience, preferably in an association or non-profit setting.
Knowledge, Skills, and Abilities
- Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) and database management systems. Experience with Fonteva and learning management systems (LMS), a plus but not required.
- Exceptional organizational skills that reflect ability to perform multiple tasks seamlessly with excellent attention to detail.
- Proactive approach to problem-solving with decision-making capability.
- Strong organizational skills, with the ability to establish or work within an established set of priorities, manage multiple demands and projects, and meet deadlines.
- Results oriented: Ability to prioritize and work at fast pace and meet critical deadlines.
- Customer service: Works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
- Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members and member volunteers.
- Written communication: Ability to effectively communicate information and ideas in writing.
- Confidentiality: Ability to work with and maintain the confidentiality of data and information.
- Ability to work as part of a team.
- Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
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Summary
Committee Support (70%)
- Oversees scheduling, minutes, agendas, and data management for committees, panels, and taskforces
- Drafts biannual reports to the APIC Board regarding committee activities for committee chair and liaison review
- Supports the APIC staff liaison and committee chairs in creating strategic priorities that are in alignment with APIC’s overall strategic initiatives
- Communicates directly with committee members regarding tasks, meetings, and troubleshooting
- Plans committee meetings at the annual conference and assists committee members with relevant travel and reimbursement
- Oversees the annual committee member selection process in partnership with the staff liaison and committee chairs
- Facilitates the annual committee orientation processes in conjunction with committee chairs and staff liaison and conflict of interest reporting
- Builds efficient processes that are used to support all groups, maintaining those processes through the use of Standard Operating Procedures
- Provides customer service both internally and externally
- Responds to emails, voicemails, and department telephone inquiries
- Oversees related webpages, teams sites, etc. to ensure committee members and APIC staff are able to easily access relevant content
General Department Support (20%)
- Assists with budget reconciliation and planning
- Maintain record keeping for the department
- Responsible for administrative support for department
Other non-essential duties as assigned (10%)