AASA Job Description

Position Title:                        Administrative Coordinator

  Department:                          Children’s Programs Department

Immediate Supervisors:       Associate Executive Director, Children’s Initiatives and Program Development

Job Purpose:                         Incumbent provides high-level organizational and administrative support to the Children’s Programs Department.


1.     Provides administrative support for department activities and programs.

2.     Serves as backup to the primary receptionist, as needed.

3.     Works collaboratively with AASA staff on association goals and activities serving on other AASA teams and performing other duties as assigned.


Specific Duties:


1.     Represents the Children’s Programs Department in person and over the phone with members, nonmembers and staff, and develops effective ongoing professional relationships.

2.     Assists with gathering data, coordinating mailings and meeting logistics for department and project meetings.

3.     Assists with organization of forms, documents, and other materials related to the submission of grant proposals

4.     Prepares correspondence and presentations as needed.

5.     Maintains departmental calendars and rosters, schedules appointments and arranges meetings for the Associate Executive Director and other department staff.

6.     Maintains Associate Executive Director’s travel information and prepares travel vouchers once trip is completed.

7.     Prepares invoices to submit to accounting and funders when necessary.

8.     Serves as Children’s Programs Department liaison to conferences/meetings staff in preparation for the National Conference on Education (NCE) and provides departmental support to activities related to NCE.

9.     Coordinates the Dr. Effie H. Jones Humanitarian Award processes, which includes: promotion, judging process, award notifications, ordering the award, booklet preparation, and logistics for dissemination of the awards at NCE.

10.  Orients new Children’s Program Department staff to department procedures.

11.  Maintains system for collection and recording of reports and proposals related to funded initiatives.


Education:     Associates degree or higher preferred.


·       A minimum of three years of administrative and support experience.

·       Project management experience is a plus.


·       Ability to work independently with minimal guidance.

·       Exceptional organizational skills and attention to detail

·       Effective oral and written communication skills.

·       Ability to communicate with members and the public in a professional manner.

·       Demonstrated proficiency in MS Word, Excel, PowerPoint and PhotoShop.

·       Working knowledge of Prezi is a plus.

·       Ability to multi-task.

·       Ability to use analysis, judgment and sensitivity to understand member needs.

·       Must be able to rapidly develop detailed knowledge, analyze, disseminate and process information related to AASA meetings, programs, publications and services.


·       Reliable, dependable, forward thinking; people-oriented, professional, positive and energetic.

·       Promotes a working environment of friendliness and diplomacy when dealing with others, both internally and externally.

·       Promotes team building and development.

AASA is an Equal Opportunity Employer.