Administrator| House of Delegates |amp| Governance

Administrator, House of Delegates & Governance

Responsibilities Throughout the Year
• Manage day-to-day operations of the House of Delegates (HOD), maintaining delegate and constituent organization leader information, coordinating communications, and scheduling meetings for House Officers and HOD committees.
• Facilitate annual submission and processing of delegate and leader data, ensuring compliance with membership requirements and updating contact information.
• Develop and distribute monthly Speaker Updates and other communications to inform stakeholders.
• Provide administrative support to House Officers, including scheduling, material preparation, and managing communications.
• Oversee HOD volunteer applications and appointments, including communication with selected and non-selected candidates.
• Ensure up-to-date and relevant HOD documents are accessible online.
• Assist in developing, managing, and monitoring the HOD annual budget.

House Officer and HOD Volunteer Group Meetings
• Plan and coordinate two in-person House Officer meetings annually (March and July).
• Manage HOD-related meetings, including preparing agendas and recording decisions/action items.

Annual HOD Meeting
• Lead planning and execution of the annual HOD meeting, coordinating delegate credentialing, managing on-site activities, and serving as primary contact. Liaise with meeting planners, AV and other vendors.
• Collect and format meeting agenda items, prepare and organize meeting content communicate material availability.
• Organize and support HOD volunteers including Credentialing and Reference Committees and ensure accurate recording of meeting proceedings.
• Assist with HOD elections in coordination with the Manager, Elections & Governance Projects and ensure compliance with governing documents.
• Prepare and publish the official Summary of Actions from the HOD meeting and ensure timely policy manual updates.
• Review the policy manual for consistency, redundancy, and conflicts with new or updated policies, ensuring AAPA style adherence.
• Process HOD volunteer reimbursements and align HOD outcomes with department priorities.

Qualifications
• Professional experience applying association management and governance principles.
• Minimum of 3 years of relevant administrative experience, including support for leadership or boards.
• Experience in meeting and event coordination preferred.
• Strong team player with collaboration skills, project management ability, and strong verbal and written communication.
• Capable of multitasking, meeting deadlines, and working independently with diplomacy and a customer-focused approach.
• Bachelor’s degree or equivalent experience preferred.