Association Executive, TEAM at Pennsylvania… · Mechanics…

Description

POSITION SUMMARY:  

This position serves as one of a team of Association Executives who manage 24+ client partner/nonprofit associations, administered by the Total Excellence in Association Management (TEAM) Division. Together, the Client Partner and Association Executive assure the Client Partner’s relevance to the community, the accomplishment of Client Partner’s mission and vision, and the accountability of the Client Partner to its membership, stakeholders, and constituents. The Association Executive provides direction that enables the Board as it conducts its governance functions. The Board delegates responsibility for management and day-to-day operations to the Association Executive, and they have the authority to fulfill these responsibilities, in accordance with the direction and policies established by the Client Partner. 

The position serves as a lead staff person managing the delivery of service and staff assignments for several associations, as assigned, ensuring client satisfaction. The Association Executive assures the smooth operation of the team and its staff; and supports PAMED in fostering a cooperative working relationship with the TEAM Division and the TEAM Client Partners. 

The Association Executive will direct a diverse group of association professionals, and possibly third-party contractors supporting the Client Partner. A successful candidate should have experience working in the non-profit and/or trade association sector. The candidate should also have prior association management experience, either as an executive director or leading a significant program for an association or association management company. Candidates should be able to provide high-level account management for several client partners while managing a team delivering the day-to-day services for the Client Partner. 

ESSENTIAL DUTIES: 

1. Advise the President of each client partner of the items for Board consideration including drafting the agenda and preparing materials for board meetings, attending, and contributing as necessary to board discussions, preparing minutes. 
2. Coordinate activities of committees: agenda development, minutes, etc. 
3. Manage organizational communications, including correspondence, newsletters, brochures, media releases, website, policy statements, etc. 
4. Assign duties to association support staff to ensure the contracted services are provided to each client. Meet with staff on a regular basis to ensure coordination of activities and promote short and long-range planning. 
5. Direct all membership functions, including development of membership recruitment campaigns, maintenance of membership database, processing of membership applications, dues billing and collection, production of membership certificates and membership directories, etc. 
6. Collaborate with TEAM meeting management professionals to coordinate all meetings of the organization (i.e., clinical meetings which may be several days in length, trade shows and exhibits, seminars, social functions) including planning, promotion, fund raising, continuing education credits, and on-site supervision. 
7. Develop an understanding of legislative and regulatory issues which impact the client association, explain and communicate these issues to leaders and members, coordinate response to proposed legislation/regulations, work with contracted lobbyist and/or political action committee. 
8. Create strategies to implement new projects/activities approved by each organization, apprise Board of budget implications, including staff time. 
9. Works directly with client partner board leadership to develop policies/priorities affecting the client partner including strategic initiatives, membership recruitment/retention and management. 
10. Manage client finances, prepare budget, monitor income/expenses, apprise board leadership on budget abnormalities and recommend possible solutions. 
11. Utilize foresight to stay abreast of current trends and significant developments and anticipate future trends likely to have an impact on the association’s work. 
12. Cultivate an external presence including official and informal liaisons with elected officials, public agencies, national, state and county societies and associations, the business community, civic organizations, and other stakeholders.
13. Manage organizational performance through data decision making.
14. Assist in the creation and execution of a communication plan which includes progress updates and an open two-way exchange of information and ideas.
15. Promote an organizational culture that fosters passion for the mission, cooperation, open and frequent communication, teamwork, and a common organizational vision. 
16. Represent client partner associations at meetings of affiliated organizations, including international, national or local chapters, coalitions, state agencies, etc. 
17. Document all organizational processes and policies, maintain all organizational records, supplies, files, and permanent archives. 
18. Assure that the department is meeting the needs of all existing and new client organizations, assisting other department staff as necessary. 
19. Participate in activities and initiatives of PAMED (the employer), attend PAMED meetings, develop an understanding of the issues that impact the organization, articulate these issues and PAMED’s position/activities, foster and engage in two-way communications between PAMED and medical client partners (when applicable) and encourage participation in PAMED initiatives. 
20. Consistently treat members, stakeholders, partners and coworkers with dignity and respect and participates in the development and implementation of a policy that fosters cultural competency and multi-cultural organizational development.
21. Manages continuity, change and transition. Successfully influences and enables others for the success of the client partner and employer.                     
22. Actively assesses and improves contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals’ ideas and experiences, elevating colleagues’ confidence to bring their whole and best selves to work, and navigate all communication based in active listening and thoughtful dialogue.

ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.                                                   

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent standing, walking, pushing carts, bending, stooping, squatting, and climbing ladders or stairs. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: inspection of machinery, viewing a computer terminal, and extensive reading. Hearing and speech to communicate in person. Exerting up to 60 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. 
• Operation of a motor vehicle, occasionally.                                    

This PDQ accurately reflects the duties, qualifications, and other requirements of this position.

REVISION DATE: 03/31/2023

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment. 

Requirements

QUALIFICATIONS: Required Skills/Education/Knowledge

• 3-years of non-profit/trade organization experience, Bachelor’s degree preferred, CAE preferred
• Proficiency in project management and membership/customer relationship management systems
• Advanced proficiency of English grammar, composition, spelling and punctuation
• Exceptional communication/interpersonal skills with professional demeanor and the ability to make sound decisions with minimal direction
• Critical competencies in broad categories include: commitment to results, business savvy, leading change, confidentiality, diplomacy/professionalism, integrity and the advancement of the client partner and employer’s vision and purpose
• Advanced proficiency of Microsoft Office software including Office 365, TEAMS, Outlook, Word, Excel, and PowerPoint
• Valid state issued driver's license

SPECIAL REQUIREMENTS:  

High incidence of after-hours and weekend meetings and periodic travel nationally and on rare occasions internationally. Extended hours and multiple day meetings tend to be heavier in the Spring and Fall.