Office Mgr

  • American Academy of Pediatrics
  • Washington, DC, USA
Full time Admin-Clerical Management

Job Description

REPORTING RELATIONSHIP:

    Senior Director, Federal Advocacy

BASIC FUNCTIONS:

    Manage all aspects of the AAP’s Washington Office administrative operations, including  meeting and event planning,  budget/accounting  management, negotiating assigned vendor contracts,  serving as liaison to building management on all associated building and tenant services. Collaborate with Headquarters staff on human resources procedures and information technology systems. Assist advocacy staff with administrative duties. Ensure compliance with lobbying and political contribution reporting requirements.

DUTIES AND RESPONSIBILITIES:

1.    Prepare and manage assigned budgets, financial statements, and reports.  Process invoices and monitor expenses for adherence to budget. Prepare and present budget reports to staff, as requested.
2.    Manage and plan all aspects of assigned meetings, conferences, and special events, including the annual Legislative Conference, Committee on Federal Government Affairs meetings, and legislative briefings. Create agenda books, manage budgets, and oversee meeting logistics. 
3.    Under the direction of Human Resources, serve as the point person for related activities in the Washington office, including staff recruitment, training and development, benefit administration, and compliance with applicable employment regulations.  Ensure adherence to all AAP policies and procedures. Administer and approve time record keeping for assigned staff.
4.    Support federal advocacy efforts in promoting advocacy education programs including National Conference and Exhibition sessions, the Legislative Conference and other special events hosted by the AAP Washington, DC office.
5.    In collaboration with IT staff, facilitate the implementation and management of phone and IT systems, including on-going computer support and training, as needed.  
6.    Manage subscriptions of periodicals, advocacy software, and newspapers.
7.    Supervise assigned staff. Manage workflow and direct daily administrative activities, including reception, printing, mailings, meetings, and special projects.
8.    Assist advocacy staff in the completion of administrative duties.
9.    Manage negotiation and administration of office lease, including repairs and parking agreements. Serve as liaison with building management staff on office and building security and issues associated with emergency preparedness operations. Negotiate and purchase all office equipment, furniture, supplies and maintenance agreements for equipment.
10.    Manage the federal legislative internship program for AAP members, residents, and other recommended students. Work with appropriate AAP staff to develop program educational objectives and ensure that they are fulfilled.  
11.    Negotiate contracts with local hotels, restaurants, and caterers for conference logistics, audio/visual, and on/off-site meal functions. Evaluate and maintain knowledge of local sites and related services.

12.    Coordinate vendor relationships and oversee development of materials including but not limited to: advocacy booths at AAP meetings, graphic design elements for electronic and printed materials and event-related promotional items. In partnership with AAP advocacy staff, ensure vendor contract terms are followed, project bids comply with AAP procedure and materials are approved and delivered successfully.
13.    Manage the development, follow-through, and fiscal activities associated with all new and on-going programs.
14.    Compile and submit required quarterly lobbying reports. Monitor staff compliance with political contribution reporting requirements. Assist in the reporting of lobbying expenditures.
15.    Perform all other duties as assigned.
        
EDUCATION:

Bachelor’s degree in business, accounting, human resources, or other related discipline or an equivalent combination of relevant education and work experience required.  

EXPERIENCE:

    At least three years related experience managing or coordinating general office administrative operations required, including budgeting, IT systems, and human resources, preferably in a non-proft environment. Experience with contract negotiations, employee supervision, and conference planning strongly desired. Experience working in an advocacy setting and familiarity with legislative and regulatory process a plus.

ESSENTIAL SKILLS:

    Must have excellent interpersonal, organizational, project management, communication, and computer skills. Must be capable of multitasking, paying close attention to detail, maintaining confidential information, and exercising good judgment and initiative. Strong technical acumen essential, with proficiency in MS Office, and the ability to learn and apply new technologies, and explain basic technical issues in non-technical terms. Some weekend work may be required.



 The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630- 626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response. ​