Mgr, Office & Grants Administration

TITLE:

Manager, Office and Grants Administration

REPORTING RELATIONSHIP:

Chief of Staff

BASIC FUNCTIONS:

Manage all aspects of the American Academy of Pediatrics (AAP) Washington Office administrative and financial operations, including meeting and event planning, budget management, grants management, negotiating and managing assigned vendor contracts, serving as liaison to building management on all associated building and tenant services. Collaborate with Headquarters staff on human resources procedures and recruitment and information technology systems. Assist with administrative duties in the Washington office and with the advocacy staff. Ensure compliance with lobbying and political contribution reporting requirements.

DUTIES AND RESPONSIBILITIES:

1.    Prepare, analyze, and manage assigned budgets, financial statements, and reports. Process invoices and monitor expenses for adherence to budget. Prepare and present budget reports to leadership and staff, as requested.

2.    Manage and plan all aspects of assigned meetings, conferences, and special events, including the annual Advocacy Conference, Committee on Federal Government Affairs meetings, and legislative briefings. Create agenda books, manage budgets, and oversee meeting logistics. 

3.    Assist with preparing grant applications and creating and coordinating grant budgets and deliverables, including facilitating meetings with grant project teams, ensuring adherence to all grant requirements.

4.    Under the direction of Human Resources, serve as the point person for related activities in the Washington office, including staff recruitment, onboarding, training and development, benefit administration, and compliance with applicable employment regulations.  Ensure adherence to all AAP policies and procedures. Administer and approve time record keeping for assigned staff.

5.    Lead planning and execution of highly-visible meetings and conferences. Support advocacy efforts in promoting advocacy education programs, the Advocacy Conference, committee meetings, and other special events hosted by the AAP Washington, DC office.

6.    In collaboration with IT staff, facilitate the implementation and management of phone and IT systems, including on-going computer support and training, as needed.  

7.    Manage subscriptions of periodicals, advocacy software, and newspapers.

8.    Perform and manage workflow and daily administrative activities of the Advocacy team, including printing, mailings, meetings, and special projects. Oversee related work of Executive & Office Assistant to ensure coordination of administrative support.

9.    Manage negotiation and administration of office lease, including repairs and parking agreements. Serve as liaison with building management staff on office and building security and issues associated with emergency preparedness operations. Negotiate and purchase all office equipment, furniture, supplies and maintenance agreements for equipment.

10.    Manage the advocacy internship program for AAP members, residents, and other recommended students. Work with appropriate AAP staff to develop program educational objectives and ensure that they are fulfilled.  

11.    Negotiate contracts with local hotels, restaurants, and caterers for conference logistics, audio/visual, and on/off-site meal functions. Evaluate and maintain knowledge of local sites and related services.

12.    Coordinate vendor relationships and oversee development of materials including but not limited to: advocacy booths at AAP meetings, graphic design elements for electronic and printed materials and event-related promotional items. In partnership with AAP advocacy staff, ensure vendor contract terms are followed, project bids comply with AAP procedure and materials are approved and delivered successfully.

13.    Manage the development, follow-through, and fiscal activities associated with all new and on-going programs.

14.    Compile and submit required quarterly lobbying reports. Monitor staff compliance with political contribution reporting requirements. Assist in the reporting of lobbying expenditures.

15.    Perform all other duties as assigned.

EDUCATION:

Bachelor’s degree in business, accounting, human resources, or other related discipline or an equivalent combination of relevant education and work experience required.  

EXPERIENCE:

At least three years’ related experience managing or coordinating general office administrative operations required, including budgeting, IT systems, and human resources. Experience with contract negotiations, coordinating the development and implementation of grant applications, and meeting/conference planning strongly desired. Experience supervising staff or serving as a team lead, working in an advocacy setting, and familiarity with legislative and regulatory process a plus.

ESSENTIAL SKILLS:

Must have excellent interpersonal, diplomacy, organizational, project management, critical thinking, verbal/written communication, and computer skills. Must be able to manage multiple priorities simultaneously within deadlines, pay close attention to detail, maintaining confidential information, exercise good judgment,  take initiative, work both independently and as part of a team, collaborate effectively with various internal and external constituents, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to fostering a  culture where everyone feels valued and respected. Strong technical acumen essential with proficiency in MS Office and the ability to learn and apply new technologies and explain basic technical issues in non-technical terms; experience with Adobe Acrobat, virtual meeting platforms (e.g., WebEx, Teams), document collaboration platforms (e.g., SharePoint), and budgeting software (e.g., Acumatica) preferred. Some evening and weekend work may be required.

A reasonable estimate of the current base pay range for this position is $92,823.63 - $97,980.74. Compensation decisions take into account a wide range of factors, including but not limited to relevant experience, skills, certifications, geographic location, business needs, and organizational policies. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Hiring at the maximum of the range would not be typical. We also offer a comprehensive benefits package which includes healthcare and retirement savings plans. Click to see all benefits offered: https://downloads.aap.org/DOHRAS/BenefitsAtAAP.pdf.