Program Coordinator, Special Interest Groups, employment with American Speech-Language-Hearing Association

The American Speech-Language-Hearing Association requires all new employees to show proof that they are fully vaccinated against COVID-19 when they start work. Currently, “fully vaccinated” is defined as someone who received both doses of the Pfizer/Moderna COVID-19 vaccines or one dose of the Johnson & Johnson COVID-19 vaccine 14 days or more before starting work. People with a disability or a religious reason preventing them from being vaccinated can request an accommodation.

As our Special Interest Groups, Program Coordinator, you will assist the passionate and dedicated staff and volunteer leaders in their work. You will provide support, information, resources, and tools to our staff and volunteer leaders so they can plan and coordinate the activities of ASHA’s 20 special interest groups.

Every day you will:

  • Be part of a 3-member core team that interacts with many staff, volunteer leaders, and other members.
  • Be available to assist with a variety of activities, from scheduling meetings, to supporting web and social media needs, to answering questions about the program.
  • Apply administrative, technical and logistical skills to ensure that work is carried out effectively and efficiently.

To thrive in this role, you must have energy, enthusiasm and dedication to help, and be collaborative, organized and flexible.

The description

The purpose of this position is to provide administrative, technical and programmatic support to the processes, programs and services of the Special Interest Groups (SIG) Unit. The Program Coordinator applies technical and logistical skills to ensure process efficiency and timely completion of work. Priority is given to effective communication, organization and coordination of the work required to support GIS staff and staff liaisons, the effective functioning of the unit, as well as ongoing communication with ASHA members and volunteer leaders, and other ASHA national office staff.

Responsibilities

  1. Provide administrative and logistical support for GIS-related meetings, conference calls and online activities, including but not limited to
    • Provide and coordinate travel and administration for over 20 in-person meetings and numerous special interest group online conference calls,
    • Follow up on meeting activities, including reviewing audio transcripts, posting recordings
    • Provide technical support for board related conference calls.

  2. Support and manage the workflow for the GIS unit and for GIS ex officios, including coordination of activities, resources, equipment and information related to internal processes and activities, ensuring timely production of deliverables and create and maintain documentation, plans; and recommend standard operating procedures and improvements.
    • Prepare/enhance data reports, spreadsheets, letters, certificates and other documents.
    • Process requests and expenses, track and order supplies, and research prices and vendors to order gifts and special supplies.

  3. Develop and maintain project management systems for SIG Affiliate virtual meetings, including schedules, creation of registration content in coordination with the sponsorship team, and processing of post-event member gifts.
  4. Provide technical support
    • with Microsoft applications (Word, Excel, PowerPoint, Teams), as well as telephones, photocopiers and computers as needed.
    • Adhere to ASHA’s email outreach strategy to plan and coordinate GIS-related email outreaches.
    • Manage the functionality and processes of intranet sites for GIS online units and affiliates, Coordinating Committees and other online communities.
    • Serve as a social media liaison to support GIS, including the creation of materials and online communication related to in-person and online events.

  5. Monitor and respond to questions from members and staff.
  6. Adhere to ASHA’s web content management strategy to develop, review and maintain GIS web pages to optimize currency and accessibility of digital content and advise on best practices.

Qualifications
Knowledge generally acquired by

  • AA or BA degree and 2-4 years of related experience (preferred)
  • 2 years of experience in coordinating programs or projects within a complex organization (an asset)
  • Weekend and evening work: The incumbent must be available to work one to two weekends per year and occasionally in the evening.

Breadth and depth of technical skills/knowledge

  • Excellent typing, proofreading, spelling and grammar skills
  • Proficiency in standard software: Microsoft Windows, Word, PowerPoint, Excel, Outlook, SharePoint, Internet Explorer and Adobe Reader
  • Appropriate technical proficiency to use web content management system, basic HTML, collaboration software (e.g. SharePoint) and customer relationship management software (e.g. netForum)
  • Demonstrated ability to work independently while working collaboratively with a team to develop and complete projects and tasks

Breadth and depth of soft skills/knowledge

  • Strong interpersonal, communication (listening and speaking) and teamwork skills
  • Ability to be flexible and adaptable even in a challenging and fast-paced environment
  • Provide a positive experience and professional service to external and internal ASHA customers
  • Strong organizational and problem-solving skills to manage and track multiple programs and projects simultaneously
  • Ability to work on multiple tasks simultaneously and prioritize work to meet deadlines
  • Analytical and attention to detail
  • Ability to successfully coordinate a project
  • Self-motivated with attention to detail and ability to produce consistent, high quality and reliable work products
  • Knowledge of general office operating procedures
  • Experience in planning and preparing for meetings
  • Ability to take initiative and work both collaboratively and independently
  • Physical Requirements: Must be able to pack materials for shipment and carry boxes.

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