Programs Assistant

About Us:

IAAP is a dynamic and thriving organization dedicated to serving the needs and interests of our diverse membership community and beyond. We bring together professionals, businesses, and individuals who share a common passion and commitment to our industry.

Job Overview:

The Programs Assistant at IAAP supports the planning, execution, and enhancement of educational programs, conferences, and committees. This role involves coordinating various learning formats, including in-person, hybrid, and virtual experiences, and providing administrative support to ensure the smooth operation of IAAP’s programs.

Key Responsibilities:

• Administrative Support:

• Assist the Programs Manager in executing the overall vision for IAAP's programs, conferences, and committees in alignment with IAAP’s strategic plan.
• Coordinate logistics for meetings, conferences, and webinars, including scheduling, communication, and material preparation.
• Maintain organized records of program activities, participant information, and evaluation data.
• Handle routine correspondence and inquiries related to IAAP’s programs and services.

2.Program Coordination:

• Support the planning and execution of conferences, ensuring seamless experiences for attendees.
• Coordinate with external partners, vendors, and subject matter experts to enhance program offerings.
• Manage registration processes for events and programs, including tracking participation and services.

3.Communication and Engagement:

• Assist in the creation and distribution of promotional materials and program announcements.
• Maintain effective communication with participants, vendors, and facilitators providing necessary information and support.
• Collaborate with the Volunteer Specialist to support offerings provided by branches and regions.
• Help lead interactive informational webinars related to IAAP’s programs and services.

4.Program Evaluation:

• Collect and compile program feedback from participants and stakeholders.
• Assist in the development and implementation of program evaluation processes to assess strengths and areas for improvement.
• Report evaluation findings to the Programs Manager and recommend changes to enhance the educational programs as appropriate.

Qualifications:

• Associate degree in education, business, or a related field preferred.
• Experience in administrative support, preferably in an association or education setting.
• Strong organizational skills with attention to detail.
• Proficiency in Microsoft Office Suite and familiarity with Learning Management Systems (LMS).
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with internal teams and external stakeholders.
• Ability for up to 20% domestic travel.

Competencies:

• Alignment with IAAP’s culture, purpose, strategy, and leadership philosophy.
• Creative problem-solving skills and a proactive approach to learning and development.
• Must exhibit initiative, able to use good judgment, and take appropriate action.
• Ability to work independently, plan work, and carry out tasks without detailed instructions.
• Ability to maintain confidentiality and appropriate discretion.

Language Skills:

• Requires strong written and verbal communication skills.
• Must present a professional approach in all communications.
• Ability to effectively present information and respond to questions from diverse groups of individuals.

IAAP is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Physical Demands:

• May be required to lift or move up to 20 pounds.
• Must be able to hear and speak effectively with customers by telephone or video chat.
• Requires keyboarding capabilities to respond using a computer.
• Visual acuity to read and develop written materials.
• Prolonged periods of sitting and using the computer.

Work Environment:

• Typically in a normal office or home office environment but travel requirements result in other work settings at event venues.
• Must be able to concentrate/focus with constant interruptions.
• May be required to work some overtime.