DEPARTMENT	Advocacy & Practice Affairs
BASIC FUNCTION	Manages the daily office operations, coordinates, and works with the department directors in the execution of various projects, and manages all administrative operations.

Characteristic Duties and Responsibilities

1. Manages the administrative operations of the office and supports administrative functions in all units within the Advocacy & Practice Affairs line of service.

2. Provides support to SVP, Advocacy & Practice Affairs and Senior Director, Political Affairs and Grassroots Advocacy, by implementing HR procedures, managing office accounts, records, and department budgets. Ensures SVP is apprised of shifts in division staff schedules, such as time off and absences.

3. Develops and implements office policies in order to facilitate changes in procedures, forms and practices and apprises staff of new procedures or unusual work situations. (building closures, change in building operations, building security, emergency procedures, etc.).

4. Works closely with SVP and Senior Director, Political Affairs and Grassroots Advocacy in managing client/consultant projects. 

5. Manages support for committees and task forces (as appointed) to include meeting arrangements, conference calls, agenda development, assembly, and distribution of materials, managing specific projects as assigned, completing follow-up procedures on assigned tasks, sending forward pertinent information, and processes expenditures, and incoming mail.

6. Coordinates and manages payment of routine departmental invoices; filing and maintenance of registered lobbyists’ quarterly reports including contribution and PAC contribution reports; processes expenditures, and processes conference/meeting registrations for staff.

7. Participates in the planning and development of all Washington, DC ACEP meetings (i.e., annual Washington Legislative & Advocacy Conference, Scientific Assembly, and NEMPAC sponsored events, etc.). Oversees the execution of all logistical activities (i.e., shipping, tracking materials, on-site staffing, etc.).

8. Oversees all mail processes, ensuring staff compliance with postal regulations and internal mail policies. Manages internal deliveries of supplies. Purchases and maintains adequate inventory of office/building supplies and materials.

9. Serves as the primary contact with the building management and manages daily maintenance for office equipment such as copier, computers, etc., to ensure operation and service.

10. Coordinates needed office renovations and furniture deliveries; office cleaning and repair work; and appropriate office services related to safety, security, and environment.

11. Manages development (execution) of the Advocacy/Practice Affairs division budgets (Public Affairs Management, Government Affairs-Legislative, Government Affairs-Regulatory, NEMPAC, PA/E, and AMA Section Council) by ensuring budget timelines, deadlines, and procedures are met; monitors division expenditures; maintains vendor relations; ensures appropriate agreements/vendor contracts are accomplished/maintained.

12. Works with the EMRA Membership & Operations Coordinator in coordinating the EMRA/ACEP Medical Student Elective in Health Policy and EMRA/ACEP Resident Elective in Health Policy (scheduling, logistical activities, and monitors their activities).

13. Collaborates with Human Resources to ensure deadlines are met by compliance with personnel policies, conduct new hire orientations, exit procedures and employee programs/activities/benefits regarding HR matters.

14. Coordinates morale-boosting office events such as ACEP anniversaries and holiday activities.

15. Oversees and streamlines all computer-related procedures set by Technology Services Department at HQ ACEP. Ensures that service response is timely for division equipment and that supplies are adequately maintained. Disseminates written and verbal correspondence to the Advocacy/Practice Affairs Division staff provided by IT.

16. At the request of Technology Services, plans and coordinates in-house and remote installation of office software. Provides required IT assistance to sub-lease occupant, when needed. Coordinates and assists in training staff in the use of automated office systems.

17. Performs other duties and supervises or performs special projects as assigned by supervisor.

Relationships and Contacts

Reports to:	Senior Director, Political Affairs and Grassroots Advocacy
Internal Contacts:	ACEP staff members in Chapter and State Relations, Legal Affairs, Educational Meetings, Educational Products, Emergency Medicine Practice, Member Communications and Marketing, Membership and Customer Service, Academic Affairs, Finance, Office of the Executive Director, Staff Services, Technology Services
External Contacts:	Federal Government Affairs Committee members, ACEP Board of Directors, NEMPAC Board of Trustees, ACEP members, chapter executives, chapter presidents, medical society representatives, other health and business organizations, vendor, and services providers/representatives, and the general public

Required Education and Experience

1. Bachelor’s degree or equivalent related work experience.

2. Three to five years of experience in office management/operations, administrative experience including budget monitoring, Microsoft Windows, Word, Excel, PowerPoint.

Other Desired Qualifications

1. Previous work experience with government affairs office, congressional or other governmental office or association.

2. Ability to handle full range of delegated tasks, work independently, exercise good judgment, prioritize tasks, display strong personal initiative and follow through in all areas assigned with attention to detail and timeliness.

3. Excellent communication skills, including command of English grammar, punctuation, spelling, and the ability to clearly communicate orally.

4. Dependable, responsible, self-motivation, resourceful and sound decision-making ability.

5. Cooperative, tactful, able to work under pressure, and embrace change.

6. Ability to establish and maintain effective working relationships with employees and customers.

We are an equal opportunity and E-Verify employer who offers a competitive salary, an excellent benefits package, a retirement plan and more.

If you have questions regarding this position or would like to submit your resume, please contact us.