Project Coordinator

Job Summary:

The Project Coordinator works closely with specialty section leadership to manage their respective activities. This role often serves as the first point of contact and as the client’s ambassador for inquiries.

Essential to this role is the ability to interact with staff (at all levels) in a fast-paced environment, to remain proactive, to be responsive and efficient, and to maintain a high level of professionalism. The role requires strong organizational skills and the ability to manage multiple priorities.

The Project Coordinator works closely with 29 Specialty Sections and oversees webinar activities. There is close interaction with the staff liaison for other component groups, all of which operate somewhat independently but must still comply with well-documented bylaws and procedures. With significant administrative support and assistance, specialty sections propose sessions for the Annual Meeting, host social and mentoring events during the Annual Meeting, exchange information via newsletters and ToXchange, provide travel awards, and participate in other scientific activities (including webinars on scientific topics).

Responsibilities to AIM: The Project Coordinator demonstrates respect for AIM values (Respect, Integrity, Trust, Innovation, Excellence) and for our clients’ missions and the work of their members. The individual must have the ability to embrace change associated with annual committee leadership transitions to provide consistent advice and support to their groups. Exceptional customer service is a must when engaging in any internal or external client matters.

Collaborators:

• Client committee leadership
• Client volunteers
• Team members who assist with client travel awards
• Team members who assist with the needs of various specialty sections and component groups
• Current and potential vendors providing services for specialty sections and component groups

Specific tasks include, but are not limited to, the following:

• Oversight of specialty section activities and member communications for the assigned specialty sections.
• Produce and proofread materials and assist with general communication efforts and publications.
• Manage database tracking of participants in client’s program(s).
• Maintain regular communication with members and leadership to answer questions and provide assistance as needed.
• Manage budgets including provision of accurate billing for time spent on the various coding lines applicable to this position.
• Coordinate with other staff members to facilitate the overall success of membership and activities.
• Work in a team environment to facilitate the clients’ needs and expectations.
• Process travel fellowships and awards.
• Provide customer service and support for various client programs.
• Prepare a variety of reports and materials for client meetings.
• Process dues and provide assistance to client members.
• Provide routine updates and data integrity processes for client databases.
• Administer surveys using Survey Monkey and monitor results.
• Respond to e-mail inquiries about membership, conference registrations, and general annual meeting questions.

Qualifications and Key Competencies:

• Bachelor’s degree or equivalent work experience.
• Experience in volunteer relations and/or customer service preferred.
• 2 to 4 years of experience with association membership programs preferred.
• Successful project management experience and ability to work independently. Must have a strong sense of ownership over projects and tasks.
• Attention to detail and intermediate skill level for Microsoft Office suite is required.
• Working knowledge of membership databases, surveys/scheduling polls.
• Strong oral and written communication skills and ability to manage and prioritize multiple deadlines.
• Excellent written and verbal communication skills and proactive approach to solving problems with colleagues and members of the organization at all levels.
• Excellent interpersonal skills and ability to interface with many stakeholders.
• Ability and enthusiasm for working both independently and collaboratively with a fast-paced team.
• Strong organizational, planning, and time management skills.
• Great attention to detail and aptitude for continuous learning.
• Possess skills to continually drive quality improvement in providing assistance to members.
• Practical understanding of technology and tools associated with project management, time management, and collaboration.
• Positive attitude with ability to identify creative solutions to complex problems.
• High level of integrity and honesty.

Reporting Relationships and Supervisory Responsibilities:

• Reports to the Sr. Membership Manager or Executive Director
• Supervisory responsibilities: None

Physical Requirements and Work Environment:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 30 pounds at times.
• Must be able to access and navigate all areas of the facility and the sites of assigned client meetings.
• Domestic travel for annual meetings is required.
• Occasional weekend and evening work.

Salary and Benefits:

The starting salary for this position depends on the depth and breadth of experience. Regular full-time employees are eligible for a benefits package including the following:

• 100% employer paid: employee health insurance, dental, vision, life insurance, short and long-term disability insurance, vacation, holidays, personal holidays, sick leave, parental leave, and volunteer time off.
• Additional benefits: flexible spending accounts, health reimbursement account with partial employer funding, tuition reimbursement plan, flexible work schedule, wellness plan, stock options, 401(k) retirement plan with employer match up to 4%, legal services, and supplemental insurance products.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) 4% Match
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Reston, VA 20191 (Required)

Work Location: Hybrid remote in Reston, VA 20191