Affiliate Services Coordinator Assistant Supervisor The Affiliate Services Coordinator Assistant Supervisor is a developmental position responsible for supporting the Affiliate Services Coordinator Supervisor and Executive Director in the administration and operation of the Association. The position will train under the Supervisor, progressively assume assigned supervisory and operational responsibilities, and develop the knowledge and experience needed to transition into the Supervisor position. The position works closely with the Executive Director, Association President, Board of Directors, committees, and staff to support the Association's strategic priorities, annual work plan, programs, and initiatives. The position requires the ability to learn and apply the Association's policies, programs, governance, and operations; exercise sound judgment, initiative, and discretion; and handle complex and confidential matters. The position involves significant interaction with members, Association leadership, staff, and external partners and requires a high degree of professionalism, tact, diplomacy, and organization. Responsibilities will be assigned progressively based on training, demonstrated proficiency, and operational needs, with the expectation that the position develops the knowledge and experience necessary to assume the full Supervisor role.
Responsibilities and Duties:
Train under and assist the Affiliate Services Coordinator Supervisor, progressively assuming assigned supervisory responsibilities and providing coverage as directed.
Develop working knowledge of all supervisory responsibilities associated with the Affiliate Services Coordinator Supervisor position and provide operational coverage in the Supervisor's absence as assigned.
Assist the Supervisor in serving as liaison to the Board of Directors, including regular communication, committee work, and coordination with the Association's affiliates.
Serve as a primary contact for the membership, sharing some duties with another Affiliate Services Coordinator.
Assist in preparing board agenda material and supporting documentation for review by the Supervisor and Executive Director.
Assist with Board elections and Board orientation for new members under the direction of the Supervisor and Executive Director.
Write scripts for officers for events requiring public speaking.
Coordinate staff and officer travel arrangements and assist with resolving travel-related inquiries.
Assist with and learn the billing processes for major events and membership renewals, assuming oversight responsibilities as assigned.
Support the Supervisor, Executive Director, and other staff in preparing the Association's annual budget and financial statements and coordinating with Accounting staff on audit and quarterly financial reports.
Attend all board meetings, conferences, and regional trainings; extensive staffing responsibility at meetings and conferences.
Maintain Association records, working closely with other staff.
Assist the Supervisor, Executive Director, and incoming President in developing each program year's work plan and coordinate assigned tasks, follow-up, and status reports with staff.
Schedule and attend committee meetings via virtual means (i.e., Teams and Zoom) or conference call.
Support implementation of the work plan and serve as a point of contact for assigned committees, progressively assuming responsibility for additional committees and related work plan activities.
Assist with projects, including awards, scholarships, members-in-transition, photo contest, and internship programs, working closely with the Supervisor and meeting planning, communications, and other related staff.
Assist with the Senior Advisor Program and maintain the association website, assuming additional program responsibility as assigned.
Conduct research for boards and committees and prepare reports for the full membership.
Maintain an appropriate level of confidentiality of processed information for the Association.
Perform other duties as required.
Knowledge, Skills and Abilities:
Knowledge of standard office procedures and equipment.
Ability to develop comprehensive knowledge of the Association, its governing documents, policies, procedures, programs, and operations.
Knowledge of municipal and county government, especially Florida.
Ability to understand, interpret, and execute complex oral and written instructions.
Thorough knowledge of word processing, Excel, database management, and other computer applications.
Ability to exercise sound judgment and make decisions within delegated authority, including providing coverage in the Supervisor's absence as assigned.
Ability to learn to review contracts for content and execution and to assist the Supervisor and attorney with revisions.
Ability to maintain confidentiality of Association's sensitive subjects, especially regarding employment of members.
Ability to manage multiple priorities under time pressure.
Ability to communicate effectively orally and in writing, and to make presentations to boards and committees.
Ability to establish and maintain effective working relationships with department directors, managers, affiliate staff, vendors, organizations, membership, and employees.
Must maintain a valid Florida driver's license and be available for periodic in-state travel to support organizational programs, meetings, and events.
Training and Experience:
Graduation from an accredited college, university, or equivalent with a degree in Business, Management, Political Science, or related field with two years' administrative experience; a high school graduate with a minimum of five years' administrative experience; or a combination of training and experience. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. PLEASE DO NOT APPLY IF YOU ARE A SMOKER
