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Washington, DC - Association Assistant

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Association Assistant

Employer National Association of Veterans' Research and Education Foundations
Location Washington, DC
Principal duties and responsibilities

NAVREF is seeking an energetic self-starter interested in nonprofit management, meeting planning and public policy to join a small-staff association dedicated to supporting research and education conducted in Department of Veterans Affairs medical centers.

Candidate will provide general association, office, and meetings assistance as well as light bookkeeping; should be able to understand and interpret operating policies; exercise independent judgment in the resolution of administrative problems; and provide organization and personnel with a variety of supportive services for programmatic activities.

Meetings and Conferences

  • Investigate and assist in site selection for meetings
  • Assist in hotel and/or conference logistics
  • Negotiate and review hotel and meeting contracts, menus and BEOs
  • Create and maintain registration/speaker/other conference databases and on-line event registration
  • Process conference registrations
  • Provide primary customer services to conference participants
  • Provide administrative and logistical support prior to, during and post conference including but not limited to meeting room, AV, food and beverage set-up
  • Coordinate board meetings with host corporation

Membership Management

  • Maintain membership databases (Access), member accounts and files; extract data through queries
  • Generate, assemble, and deliver to Post Office packages for mailings
  • Maintain and update website
  • Create and update online survey/evaluation forms

Office Management and General Administrative Duties

  • Interact professionally with membership, board members, Capitol Hill staff, vendors, etc.
  • General office duties: answer phones, file, photocopy, order supplies, write correspondence, assemble documents, etc.
  • Assist staff, organization personnel and others with travel arrangements
  • Collect, open, sort and distribute mail
  • Maintain time and attendance and other operating records
  • Use and ensure maintenance of office equipment (i.e., photocopier, mail meter, fax, printers, telephones, computers, etc.)
  • Edit/proofread a variety of materials and data
  • Deliver packages to Capitol Hill staff or other locations when necessary
  • Maintain contact with building management/landlords re: maintenance, housekeeping, etc.
  • Research and organize technical and administrative materials, equipment and resources for membership or organizational use

Advocacy

  • Develop and maintain committee membership and key contacts lists, and information for advocacy initiatives
  • Coordinate Capitol Hill appointments

Bookkeeping

  • Light Bookkeeping (QuickBooks Premier): prepare receipts for deposits; enter receipts and disbursements; complete purchase orders and travel reimbursement forms; prepare checks; etc.
  • Maintain contact with vendors, members, and others to answer questions and to resolve account and billing discrepancies or issues
  • Maintain purchase order files

Physical Requirements:
On occasion, must be able to lift and move ~50lb boxes.
Travel and Special Requirements:
Travel out of area may be required. Also, candidate may be asked to work 40+ hours and stay in Washington area host hotel during local conferences (3 or 4 days annually).

Position classification 30 to 40 hours per week; min. 4 days per week
FLSA Status Non-exempt.
Relevant Work Experience Related work experience required. Candidate must have solid ability to use various software applications including Microsoft Word, Excel and Access as well as website management programs. Understanding of QuickBooks Premier or like software a plus. Willingness and ability to learn and become proficient on new software programs and applications another plus.
Education Preferred: College degree or equivalent work experience
Salary Range Hourly, $14 to $18 (depending on experience and qualifications)
Benefits For regular full-time employees current benefits include: holidays, annual leave, sick leave, excellent 403(b) retirement contribution, allowance towards health and transportation or parking.
Moving relocation expenses No
Send resume to Please send resume and cover letter to Angela Murakami at amurakami@navref.org
Date posted June 8, 2012
Date closed Until filled
Comments The above description is a general statement of required duties and responsibilities performed on a regular and continuous basis. Additional responsibilities and duties may be assigned as needed by the organization.

NAVREF is an equal opportunity employer.

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