General Summary

This is full-time position, responsible for office management, internal operational support and providing administrative support to the Executive Director and Member Services. This position requires an organized individual with the ability to multi-task with an aptitude for a high level of customer service.

Essential Duties and Responsibilities

• General Support for the Executive Director: Serve as assistant to the Executive Director and provides support for Member Services.
  
  
• Board of Directors: Update Board pages when terms begin; manage SDPA Board leadership calendar; manage Board leaders travel arrangements; schedule committee and Board calls on behalf of Executive Director; distribute agendas and supporting materials.
  
  
• Nominations Committee: Collects all materials from nominees, verifies membership and completes submission files; maintain and update all governance documents; special projects as assigned by the Executive Director.
  
  
• Financial Management: Accounts payable; responsible for coordinating accounting functions with accounting firm, including coding and processing accounts payable according to SDPA policies and procedures; reconciliation of administrative and corporate travel card; codes and deposits manual checks; coordinates all payments requiring Treasurer approval; monthly cash transaction report; Board financial paperwork (Corporate resolution, 990 materials, signatory cards).
  
  
• Headquarters Operations Management: Responsible for the administration of the headquarters office, including service providers for equipment (VOIP and computers), facilities (building management, cleaning services), office supplies and maintenance, plus general support services. Manage filing system (file server and hard copies; manuals, bylaws, minutes). Manages general voicemail box and general email box.
  
  Maintain shipping and postal accounts with UPS, FedEx and USPS; coordinate all shipping and receiving for office; works with IT provider to set up new e-mails and licenses; coordinates all new staff on-boarding office needs; manages PTO scheduling needs for all staff team members; annual office purging and archiving; support for team members working remotely as needed.
  
  
• Member Services: Frontline customer service for SDPA members and guests, plus phone coverage and general email responses.
  
  
• Conferences: Manages funded travel list for corporate travel agent and meeting services team; orders all onsite supplies including SDPA booth; coordinates packing for conferences; coordinates Board/VIP amenities; orders awards/plaques; orders Board/Staff badges and onsite apparel.
  
  
• Miscellaneous: Other duties as assigned; project management as assigned.