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Administrative Coordinator

PA School

Alexandria, VA

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Board Meeting, Check Processing, Communication Skills, Community Support, Database Administration, Detail Oriented, Diversity, Documentation, Donor Development, Expense Management, Expense Reports, Finance, Follow Through, Funding, Fundraising, Grant Awards, Logistics, Microsoft Office, Multitasking, Nonprofit, Onboarding, Operational Support, Payment Processing, Presentation/Verbal Skills, Problem Solving Skills, Process Management, Reconciliation, Salesforce.com, Scholarship, Stewardship, Tax Reporting, Tax Returns, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
Alexandria, VA
POSTED
Today
Administrative Coordinator

Job Summary:

The Administrative Coordinator provides administrative, operational, and programmatic support to the Physician Associate Foundation team in alignment with the Foundation's mission to empower physician associates(PAs) to improve health through philanthropy and service. This position requires maintaining a professional demeanor while supporting a positive culture and work environment. This position requires periodic travel to key events including the AAPA annual conference, PAF board meetings, and other in-person staff meetings/events.

About Our Organization

The Physician Associate Foundation (PAF) is a national non-profit organization that promotes better health and wellness by providing PAs and PA students with philanthropic opportunities and resources. It is the philanthropic arm of the American Academy of Physician Associates (AAPA), representing a profession of more than 200,000 PAs across all medical and surgical specialties in all 50 states, the District of Columbia, U.S. territories, and the uniformed services. Since 1977, PAF has worked to promote better health and positively impact the lives of PAs and PA students, their patients, and the communities they serve.

About the Physician Associate Foundation Team

The Physician Associate Foundation is made up of individuals from diverse backgrounds with an interest in growing programs, creating funding opportunities, and raising funds to support PAF's mission-driven work that supports the PA community. The team is focused on sustainable operations associated with a portfolio of established scholarships, grants, and awards, as well as expanding programmatic and funding opportunities. This position will contribute to a dynamic team and work collaboratively with other AAPA departments.

Key Responsibilities:

  • Maintains the organization's annual operating calendar and meeting schedule.
  • Prepares meeting agendas and documents, assigns action items, and ensures timely follow-up through completion.
  • Coordinates supply orders, mailings, and other tasks related to office operations.
  • Supports coordination and logistical preparation for board and committee meetings, including:
    • Preparation and dissemination of pre-meeting communications and meeting materials
    • Coordination of travel and logistical arrangements for in-person meetings
    • Management of post-meeting follow-up and reconciliation activities
  • Supports governance-related administrative processes, including trustee nominations, appointments, action items, and onboarding.
  • Assists with planning and logistical coordination for PAF's annual conference events and activities.
  • Manages development and donor stewardship operations, including (but not limited to): donation entry, donor database maintenance, acknowledgement processing, reporting, and tax letter preparation. Collaborates with finance team on reconciliation, payment entry, and related financial processes.
  • Assists with expense management, including preparation, monitoring, reporting, coding, and documentation of expenses; processes check requests and expense reports.
  • Manages administration of PAF's annual scholarship, grant, and award programs from application cycle preparation through review/selection process completion. Tasks may include (but are not limited to):
  • Preparing and updating application materials
  • Managing the online application platform (setup through award notification), including coordination with platform support for technical issues
  • Serving as primary contact for applicants and managing communication throughout the application period
  • Coordinating outreach and engagement of volunteer reviewers
  • Managing the review process from assignment setup through completion
  • Compiling and evaluating review results to support recipient selection
  • Coordinating award notifications and compiling required awardee documentation
  • Managing award payment processing and distribution
  • Fulfills other duties as assigned.
Education and Experience:
  • Bachelor's degree preferred
  • 2-4 years of administrative coordination experience preferred
  • Ability to travel to AAPA's annual conference, PAF board meetings, and other in-person staff meetings and events required
  • Strong time management skills, attention to detail, and ability to work effectively in a remote environment required
  • Knowledge of non-profit operations preferred
  • Strong written and verbal communication skills required, with the ability to interact effectively with all levels of an organization, including constituents, donors, and board members
  • Creative problem-solving skills with strong analytical ability preferred
  • Experience managing multiple priorities, administration coordination, and logistics required
  • Proficiency in Microsoft Office, Teams, and online software platforms required
  • Ability to quickly learn and become proficient in AAPA/PAF systems and tools (including Salesforce, Aptify, GoFundMe Pro) preferred
  • Ability to handle confidential and sensitive information with the utmost discretion required


The American Academy of PAs is an Equal Opportunity Employer and is committed to enriching the working environment for all staff by promoting a culture of inclusion, diversity, equity, and accountability. We invite individuals with diverse backgrounds, experiences, and abilities to apply. AAPA considers all qualified applicants without regard to color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, and any other classifications protected by law.

About the Company

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PA School