With Who: American Association of Naturopathic Physicians (AANP)
Location: Remote
Type of Employment: Part-Time
Position Description: The American Association of Naturopathic Physicians (AANP) is looking for a passionate part-time Events and Administrative Coordinator. The AANP represents over 2,000 licenseable naturopathic doctors and medical students of accredited naturopathic medical schools.
A successful candidate loves details, organization, timelines and making things happen, and is flexible to work across all departments. Preference will be given for prior executive assistant experience, writing/editing, and event planning. This is a new position, in a role that is expected to grow to full-time. You will need to be self-directed, able to balance multiple demands and prioritize tasks to meet deadlines, and take charge and propose strategy. But as in all small staff organizations, you will roll up your sleeves for everyday tasks. We all contribute, and we all share in a caring, warm environment that extends to the service we provide members.
This is a remote position for a small-staff association operating under a distributed workforce model with a very family-friendly work ethos. We are a mission-driven organization: a deep passion for natural health and naturopathic medicine is essential.
This part-time position has primary responsibility for providing administrative support across all of the AANP’s program areas, including: executive, membership, continuing education, events, and advocacy. The Coordinator will also be the primary point person for managing the on-site logistics of the AANP’s annual Convention. Responsibilities require thorough knowledge of association activities, agenda, and events.
Job Responsibilities:
- Events Coordination
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Serves as primary on-site event coordinator for all convention logistics of the AANP’s Annual Convention, including attendee registration, managing on-site registration desk and event volunteers, and acting as liaison to hotel managers.
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Coordinates the preparation of event materials such as participant name badges, information packets, exhibitor materials, event attendee communication, event evaluation surveys, etc.
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Ensures rooms set up appropriately with layout and A/V
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Contributes to pre and post event attendee communication, including conducting event/meeting evaluations and updating the event app during the Convention.
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Identifies and applies for all necessary naturopathic physician CE and other professional CE that is deemed necessary.
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Assists members and exhibitors with registration and payment processing.
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Disseminates CE certificates to Convention attendees post-event and maintains appropriate records of participation (with assistance from work-study staff).
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Provides upbeat and high-quality customer service to conference attendees and exhibitors throughout the registration process and on-site.
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- Professional Development Support
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Issue CE Certificates and assist with CE Certificate access
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Sets up webinars/registrations in YM, post webinars to past webinars/online store
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Assist with webinar registration and access
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- Communications and Website Support
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Post classified ads to job board and events to calendar
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Assist with website edits, updates, and minor webpage builds
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Manage Weekly Digest compilation and scheduling
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- Executive Support
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Coordinate board meetings, board books, meeting reminders, and take board minutes
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Ensure all Accounts Receivable & Accounts Payable have appropriate supporting documentation
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Manage and maintain AANP digital files
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- Committee Support
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Manage committee calendars, reminders, rosters, agendas, and minutes for select committees.
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Participate in select committees to take minutes, distribute action items, and direct questions to appropriate staff as needed.
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- Data Management
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Filing agendas, minutes, meeting materials to appropriate folders
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Follow up on bounced emails
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- Membership Support
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Enter monthly transactions into database
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Upload and manage student memberships in coordination with student association and Membership Manager
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Respond to all Contact Us forms
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Answer phones & public inquiries
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Follow up on lapsing credit cards
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Answer password reset inquiries
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- Other Support
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Provide clearinghouse services for state leaders seeking materials from AANP archives and toolkits.
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Assist with general analytics and reporting, as needed
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As with all positions on a small team, contributes to team projects, office management, and other responsibilities, as needed.
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Qualifications, Experience, and Skills Required:
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College degree plus 2+ years of experience in events and administration.
- Minimum BA/BS degree, work experience to include administrative support and event planning.
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Proficiency with working with technology, primarily websites, databases, Microsoft Office and Google Suite. People who are not comfortable with technology should not apply.
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Familiarity with AMS or LMS systems in general. Proficiency with YourMembership is a plus.
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Exceptional interpersonal skills with experience creating positive and productive relationships with members, volunteers, board members, and fellow staff.
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Excellent verbal, written, and presentation skills with ability to present information clearly, succinctly, and persuasively.
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Superior organizational skills with the ability to prioritize and successfully accomplish multiple projects simultaneously.
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Demonstrated ability to respond calmly and effectively in emergency situations.
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Ability to work independently with a high level of initiative, self-motivation, commitment to getting the job done, and familiarity with fulfilling project-based performance objectives.
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Flexible schedule to accommodate some late evenings and weekends.
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Demonstrated passion for healthcare advocacy generally, and specifically natural medicine.
Apply (or request more information): See the full posting on the AANP Career Center site! Send cover letter, resume, and one writing sample to executive@naturopathic.org. Include EVENTS AND ADMINISTRATIVE COORDINATOR in the subject line. Application close date December 15 or when filled.