What are the responsibilities and job description for the Program Assistant position at ASHA?
A. General Description:
The purpose of this position is to coordinate and conduct administrative functions implemented by the American Speech-Language-Hearing Foundation in support of the charitable organization’s program, governance and fundraising operations. This position is responsible for the administration of multiple initiatives which involve complex and routine content-related tasks.
B. Responsibilities:
1. Program
- Assist with electronic tracking of inquiries from, and timely responses to potential applicants.
- Assist with annual program processes and management, including announcement, promotion, submission, screening, review, notification and award phases.
- Support processes to format, edit, and distribute applicant and peer-reviewer communications (announcements and notifications) by organizing data and creating mail merges (electronic and postal).
- Assist with producing, collecting, and organizing pre- and post-award recipient materials for award disbursements and recognitions.
- Perform data entry (online submission system, accounting system, and fundraising and association databases).
- Support planning, implementation, and evaluation of virtual and in-person meetings (e.g., Program & Awards Committee) and/or event series (e.g., HBCU Series, Chat Series).
2. Governance/Operations
- Support administrative duties related to governance and operations, including Board of Trustees (BOT) communications and online platform management.
- Scheduling annual, monthly, and committee BOT meetings using Doodle, Outlook, and Zoom.
- Assist with annual in-person meeting logistics support and preparations.
- Perform general administrative duties related to office operations, originate check requests, order office supplies and monitor general proxy inbox.
- Assist with shipping materials for annual meetings and special project mailings.
- Assist with copyediting.
3. Development
- Assist with charitable gift processing (data entry) and generating acknowledgement letters.
- Support for event logistics: data entry, data organizing, collateral creation and printing, email preparation, event material mailings, and post-event evaluations.
- Assist with organizing social media analytics and research.
C. Contacts:
To accomplish responsibilities listed above, the incumbent has contact with:
- ASHFoundation donors, ASHA members, students; faculty, researchers, administrators, and clinicians in various employment settings.
- ASHFoundation Board of Trustees, volunteer leaders, and professionals from external agencies.
- National Office staff.
D. Freedom to Act:
The incumbent reports to the Executive Director of the ASHFoundation and works under the general supervision of the Program Administrator on projects related to programs.
E. Qualifications – Education, Experience, Knowledge, Skills:
Knowledge and skills typically acquired through:
- Bachelor’s Degree
- 2-5 years related experience in a professional setting
Scope and depth of technical skills/knowledge:
- Demonstrated proficiency using technology to organize and execute projects (e.g., Word, PowerPoint, Excel, Outlook, SharePoint, membership databases, fundraising software systems, electronic bulletin boards, Internet, desktop publishing)
- Demonstrated experience with basic meeting planning and preparation, including ability to record accurate meeting minutes
- Communicate effectively, both orally and in writing, with proofreading expertise; Demonstrated financial accounting and tracking skills;
- Association/Foundation experience desirable
Scope and depth of nontechnical skills/knowledge:
- Ability to organize and prioritize multiple and varied projects and tasks
- Ability to manage time effectively to complete multiple projects with tight deadlines
- Demonstrated initiative and ability to work independently and as part of a team
- Strong interpersonal skills and willingness to assist others
- Demonstrated knowledge of general office operation procedures
F. National Office EEO Policy:
It is the policy of the American Speech-Language-Hearing Association to provide equal opportunity to all employees without regard for race, sex, national origin, religion, marital status, disability, veteran's status, age, sexual orientation or LGBT status, genetic information, citizenship, or any other factor protected by applicable federal, state, or local laws and ASHA's Bylaws. This policy applies to recruiting, hiring, transfer, promotion, compensation and benefits, upward mobility, training and development, access to facilities, termination, and other personnel actions. Under the direction of the Chief Executive Officer, with a firm commitment from coaches at all levels within the organizational structure of the National Office, affirmative action will be taken to ensure the full utilization of members of racial/ethnic minority groups, women, persons with disabilities, and Vietnam and disabled veterans within our workforce.
G. Disclaimer:
“This description is intended to provide an overview of the responsibilities and duties of the position. It is not all inclusive. The incumbent in the position will be expected to perform other duties as required. The responsibilities may change over time. This description is provided for informational purposes only and does not form the basis of a contract.”
