Operations and Meetings Assistant

Posted: Thursday, July 30, 2020

 

AUCD is seeking a full-time Operations and Meetings Assistant to support the office, operations and meetings functions of our mid-size, nonprofit organization. This position will work with the Senior Director, Operations and Development, in a variety of supports for both the office as well as to specific departments. This is a position for someone who has a passion for and enjoys organizing the operations systems needed to run an office and organization effectively, has an interest in logistics and other processes of meetings and events, and enjoys and excels at detail-oriented work.

AUCD promotes and supports a national network of interdisciplinary centers on disabilities. Its member centers represent every US state and territory and include 67 University Centers for Excellence in Developmental Disabilities (UCEDD), 52 Leadership Education in Neurodevelopmental and Related Disabilities (LEND) Programs and 15 Intellectual and Developmental Disabilities Research Centers (IDDRC). Together, these organizations advance policy and practice through research, education, leadership, and services for and with individuals with developmental and other disabilities, their families and communities, in support of independence, productivity, and satisfying quality of life.

The AUCD office is in downtown Silver Spring, MD, one block from the red line Silver Spring Metro station. While AUCD staff are currently teleworking due to the pandemic, once an official process is established for phasing back into the office, this position will transition to an in-office position and is not eligible to be 100% remote. Certain in -office tasks listed are on hold while remote and other projects may be identified in their place until AUCD returns to the office.

 

Operations Responsibilities:

General Office and Operations:

- Coordinate all front desk, common office areas, phones, building needs, mail/shipping, supplies and office equipment

- Maintain the Office Administrative Guide and orienting new staff to office procedures

- Monitor organization email address

- Support office and staff events

- Update staff contact and phone extension lists

- Order staff business cards and name plates for office

- Organize and track office inventory, storage and assisting with records management

- Assist with development, revisions and updates to office policies and procedures

- Assist with Board of Directors' related activities to include developing communications requests for Board announcements and organization and updates to Board documents

- Maintain AUCD website staff page, employment and Board pages with updates

- Administrative support for other departments to include preparing documents and materials for meetings

 

Human Resources:

- Assist with updating HR policies and procedures documents and records management

- Support new hire set up including orientation checklists and scheduling orientation meetings

- Support other administrative HR needs as identified

 

Meetings Responsibilities:

- Assist in the meeting support of AUCD's annual five-day Conference that takes place each fall and provide on-site support for the Conference.

- Support various tasks for the planning and on-site execution of AUCD's annual Gala; a fundraising event that takes place in the spring

- Support other association meeting activities throughout the year including AUCD's Directors' meetings, TA meetings and Board meetings.

- Maintain conference and meeting supplies, and assist in pre-meeting preparation/post-meeting restocking

- Develop communications requests for conference and Gala announcements.

 

Qualifications and Skills:

• High school diploma required; bachelors' degree preferred
• 1-2 years of related experience to the responsibilities outlined
• Demonstrated written/oral communication skills including tact, patience, and courtesy
• Demonstrated organizational skills, attention to detail, ability to prioritize, track projects and multi-task to meet deadlines
• Sensitivity to the needs of persons with disabilities
• Demonstrated ability to work independently and as a team
• Comfortable using Microsoft Office software (Word, Access, Excel, PowerPoint) and general internet skills
• Basic understanding of collaboration tools such as Zoom, webinars, and surveys
• In the absence of leadership, exercises initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refers to the appropriate party or department and follows up to ensure problem resolution
• Ability to be flexible and take an optimistic approach to new challenges
• Nonprofit experience a plus
• Knowledge of content management systems and website skills a plus
• Social media or communications experience a plus

 

Benefits

AUCD provides a family-friendly and flexible work environment; a competitive salary based on education and experience; generous health, dental, disability, life insurance and retirement benefits; and three weeks' vacation, sick and personal days, and paid holidays. This position provides a unique opportunity to exercise your expertise, creativity and initiative in a fast-paced yet relaxed office atmosphere. AUCD is committed to an inclusive culture that values all types of diversity, and as such has experience accommodating a wide range of disability and related workplace needs.

 

How to Apply

Please submit: (1) a letter of interest, (2) a resume of relevant experience, (3) names and contact information of at least 1-2 professional references, and (4) any accommodations needed for the application and interview process to Laura Martin ([email protected]) with "Application for Operations and Meetings Assistant" as the subject line. Applications will be accepted and reviewed immediately. The position will remain open until filled.

The online job posting can be found here: http://www.aucd.org/index.cfm/employment.

For more information about AUCD, visit: www.aucd.org.

 

AUCD is an equal opportunity employer. Persons from traditionally underrepresented or unrepresented cultural backgrounds and persons with disabilities are strongly encouraged to apply.