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Along with the whole team at this dynamic small staff membership association, the Operations Assistant shares a commitment to deliver a vibrant, valuable and inclusive membership experience. The Operations Assistant is responsible for supporting the daily operations of the organization, the Board and Executive Director as well as key activities and programs such as conference and membership. The incumbent is responsible for efficiently managing the first line of customer service with intake of e-mails, mail, phone calls, and processing the daily bank deposits, conference registrations, vendor, and facility needs. The OA also provides administrative support to annual activities such as the nomination and election process, awards and scholarships.
Essential Functions and Responsibilities:
Reads and responds or appropriately routes member and non-member e-mails through multiple association e-mail accounts in a timely manner
Answers incoming phone calls and handles customer service phone calls from members and non-members
Retrieves and responds to all voicemail messages received in a timely manner
Processes membership and conference transactions over the phone
Updates the Policy & Procedure Manual of Board and ensures processing and tracking of HR paperwork
Coordinates IT and technology support including printer/copier maintenance, handles office supply needs
Prepares, processes, and submits daily online check deposits, and supports Finance on administration of accounts payable
Other duties as assigned related to daily office and staff support
Provides customer service support for annual conference, post-conference, and Continuing Education Certificate fulfillment and membership processing
Processes conference registrations for faxed, and mailed applications, as well as over the phone, processes refunds and credit payments for conference registrations
Provides advance and onsite support at conference and serves as the main point of contact for various committees and other ancillary groups
Processes invoices and tracks program surveys, annual reports and other support as needed to the Accreditation Council for Art Therapy Education (ACATE) and Education Program Approval Board (EPAB)
Board and Committee Support
Provides support for Board meetings including logistics and vendor management, presentation support and other needs that may arise between meetings
Supports ED with governance requirements in support of the Board
Provides lead staff support to key working groups and committees such as support to annual process for awards, scholarships and the annual election
Qualifications, Experience and Skills Required:
Bachelor’s Degree and 2 years’ experience with office administration, association experience preferred
Exceptional communication and customer service skills
An extremely well organized and detail-oriented approach to daily tasks
Familiarity with standard office technology and ability to learn new technology
Event and logistic experience a plus
This position is primarily sedentary in the Alexandria, VA office with infrequent overnight travel and may require some bending and lifting. This position requires the ability to work occasional evenings and weekends to assist with workshops, conferences, and Board of Directors meetings.
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Internal Number: 12091430
About The American Art Therapy Association
The mission of the American Art Therapy Association is to advocate for expansion of access to professional art therapists and lead the nation in the advancement of art therapy as a regulated mental health and human services profession.