Program Assistant

Governance Management

Administers National Officer leadership nominations process, which includes:

• developing the annual nominations recruitment brochure;

• promote the nominations period and contacting AGA members, National Board of Directors, chapter officers and others to encourage nominations;

• collecting, copying and distributing all nominations to the National Nominating Committee;

• working with the National President and Regional Vice Presidents to compose the National Nominating Committee;

• coordinating National Nominating Committee conference calls for nominees selection;

• preparing and sending notification letters to nominees selected and not selected;

• maintaining nominations and leadership records and

• coordinating the filling of National Officer vacancies in accordance with the Association's Bylaws

Orchestrates Annual Leadership Training Workshop, which includes:

• updating Leadership Handbook, developing leadership training manuals and drafting agenda

• working with meetings department to send meeting notices and advance materials to attendees;

• taking meeting minutes and forwarding copies to all participants and

• developing the annual budget for the event

Administers volunteer board/committee recruitment program, which includes:

• initiating leadership recruitment process (updating website, calling for volunteers, coordinating applications), serving as liaison to interested members, maintaining candidate pool in iMIS, working with Executive Director and National President to place candidates

• maintaining database records of current boards, committees, task forces, and regional coordinator rosters;

• developing Association's Leadership Directory;

• working with appropriate leaders to fill vacancies; and

• composing and sending all leadership welcome letters and end of term letters;

Administers SVPRS/Regional Vice President Structure, which includes:

• maintaining contact with the Regional Vice Presidents, keeping them apprised of important issues and following up to obtain quarterly reports;

• guiding Regional Vice Presidents as they develop and coordinate their regional chapter officer workshops;

• administering the Regional Vice President's Recognition Program; and

• maintaining the official files of Regional Vice President's quarterly reports and other records

Manages Annual National Board of Director (NBD) Meeting, including announcing meeting time and date and contacting NBD members to encourage attendance

Spearheads Other Governance Related Initiatives

• ensuring governance and related portions of AGA's website remains current

• coordinating chapter visit speaking requests to the National President and National President-Elect and maintaining their speaking calendars;

• assisting with preparation of quarterly National Executive Committee binders;

• working with National President to select, purchase and distribute leadership gifts

• selecting and ordering other leadership gifts

• obtaining quarterly board, committee and task force reports and maintaining official files;

• administering any bylaws updates and ballot mailings to the National Board of Directors and tallying and certifying results;

• maintaining the official Policies and Procedures Manual and coordinating updates as necessary,

• maintaining the records of chapters' bylaws

• monitoring governance portion of AGA budget

Manages National Awards Programs - Ensures the Association's National, Federal, State, Local and Private awards are promoted, distributed to the National Awards Committee and recipients are announced. This includes:

• preparing and distributing awards nominations forms;
• securing and evaluating awards bids from vendors in accordance with AGA policy;
• promoting the opening of each awards cycle and encouraging various groups to submit nominations;
• collecting, copying and distributing all nominations to the National Awards Committee;
• coordinating National Awards Committee conference calls for awards selection;
• preparing and sending notification letters and instructions to awards winners and those not selected;
• ordering all awards (including Membership, Communications and Regional Vice President Awards)
• preparing awards portion of on-site conference brochures and annual report;
• notifying Public Affairs Manager and general membership of awards recipients;
• developing the annual awards budget;
• coordinating all awards ceremonies and
• maintaining records on past award winners

Manages all aspects of National Scholarship Program, include:

• preparing and distributing requests for applications,
• collecting, copying and distributing all nominations to Awards Committee
• coordinating Awards Committee conference calls for awards selections
• preparing and sending notification letters and instructions to scholarship recipients and those not selected
• ordering and sending scholarship checks
• notifying Public Affairs Manager and general membership of scholarship recipients
• preparing scholarship portion of on-site conference brochures and annual report
• maintaining records on scholarship recipients, and
• serving as staff liaison to Awards Committee

• Proactively maintains office supply stock for the Association (This entails developing checklists and actively checking supplies every week) and monitors "office supply" line item in the budget
• Coordinates catering for office meetings (NEC, various boards, staff gatherings) and ensures catering line item stay on or under buddget
• Processes monies received by mail. (This includes entering all checks into Excel spreadsheets, copying checks as needed and distributing)

• Travels, as necessary, to conference sites to provide on-site assistance
• Performs other duties as assigned

• Two-year degree or two years administrative experience, preferably within an association, or a combination of education and experience.
• Demonstrated computer skills and working knowledge of word processing and spreadsheet applications.
• Excellent written and verbal communication skills.
• Ability to handle multiple projects simultaneously.
• Ability to work well under pressure, determine priorities, and produce high quality results.
• Availability to intermittently travel.