The Government Relations Coordinator provides high level executive and administrative support to the Chief and overall department of Government Relations. 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 manger competing priorities. The ideal candidate is flexible and mature professional who is a quick learner, demonstrates strong personal initiative, attention to detail and task follow through.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Providing administrative support to Chief of Government Relations
Manages and maintains the daily and long-range calendar for the Chief of Government Relations. Arranges appointments, meetings, conferences and conference calls using knowledge of multiple schedules and priorities. Coordinates office support for other administrative functions.
Develops and maintains administrative and office management systems, including monitoring monthly expenditure reports for the Chief and assisting in the processing of invoices for payment and travel reimbursement forms, etc.
Receives, refers and/or responds to email, fax, phone calls, and voice mail messages on behalf of the Chief of Government Relations
Plans and coordinates all travel for the Chief of Government Relations, including selecting flights, reserving hotels; preparing itineraries; and arranging for passports, visas, and travel needs and preparing reimbursement requests. Coordinates with various APA Administration to gathers appropriate background materials for meetings.
Providing administrative support for the Division of Government Relations
Supports basic office operations, including supply, equipment, and furniture acquisition, office organization and vendor relations. Receives, refers and/or responds to email, fax, phone calls, and voice mail messages on behalf of the Chief of Government Relations.
Works closely and collaboratively with APA members and staff in identifying and resolving problems in a proactive manner.
Receives all incoming mail and determines appropriate disposition.
Works closely with the Associate Director of Operations to resolve office management issues, including administration and operations. Exercises substantial independence of judgment concerning access, priorities, and communication needs. Resolves complicated scheduling issues. Plans, designs, and carries out programs, projects, studies and other work independently. Uses judgment and ingenuity in interpreting the intent of the existing guidelines and in developing applications to specific areas of work.
Simultaneously works on several assignments requiring analysis of a large number of intricately related complex variables. Exercises a high degree of creativity; extensively probes and analyses problems to determine their nature and scope.
Performs general administrative duties in the department. Covers APA Advocacy main phone line and directs calls to appropriate staff, processes PAC payments, assisting DGR related projects, and scheduling and arranging onsite meetings.
Web Liaison for the Department.
Serve as the Department of Government Relations main contact for the website. Attends web liaison meetings and provides edits, updates, and feedback on behalf of the department. Works closely and in collaboration with the Department to ensure the Advocacy section of the website is current and up-to-date. Places current letters, articles, portfolios, and comments on website, and removes older content on a timely basis.
Works with the IT department to troubleshoot problems.
Reviews website on a regular basis to add/edit current pages, fix broken links, and provides input on redesign.
Communicating with APA members to keep them informed of DGR activities
Responds to numerous phone and written inquiries from APA members regarding APAs and other significant DGR issues, legislative and regulatory efforts.
Distributing various types of literature (congressional testimony and studies) either from e-mail, phone or mail requests.
Work with other APA Departments to supply information to distribute to members about the APAs advocacy efforts.
Providing administrative support for Advocacy Leadership Conference and the State Legislative Conference.
Assists in providing marketing blurbs for meetings (blurbs for Psych News, Advocacy update, Save the dates, Flyers, etc)
Keeps a detailed list of registrants and provides additional information, when necessary. (i.e. email addresses, residing districts, membership status, ect.)
Assist in the logistical planning of the event such as reviewing hotel and registration lists.
Ordering necessary supplies
Updating and formatting all mailing materials including registration packets
Assisting in the production of leave behind packets and participant packets
Compiling printed materials to be used for the event
Following the events, compile the results of the overall program evaluations and provide hill feedback to lobbyist for review.
Other duties as assigned.
REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS
Bachelors degree preferred with at least three or more years of related professional work experience supporting a senior level leader
Minimum of 2 years experience as an Administrative Assistant, Executive Assistant, Special Assistant, or Office Manager.
Project management and special events planning experience highly preferred.
Strong interpersonal skills and demonstrated excellent verbal and written communication skills
Strong analytical and critical thinking skills
Excellent proofreading, editing and document preparation skills
Experience with Microsoft Outlook, Excel, Word, and other office software
Self-guided and a self-starter with exceptional organizational skills and the ability to work quickly and independently in a virtual work environment, meeting precise deadlines.
Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Able to execute decision making with sound judgment and discretion and maintain a high-level of confidentiality.
Demonstrated proficiency in information gathering and information monitoring
Normal demands associated with an office environment.
Ability to work on computer for prolonged periods, communicate with individuals by telephone, e-mail and face to face.
Some travel may be required.
Internal Number: 5894
About American Psychiatric Association
American Psychiatric Association (APA) is the world's largest psychiatric organization, with its 37,800 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.