Administrative Coordinator

The American Hospital Association (AHA) is a national organization that represents and serves all types of hospitals, health care networks, and their patients and communities. The AHA has two main offices, located in Washington, D.C., and Chicago. The AHA offers a flexible hybrid work schedule of three days in the office and two days working remotely.

Responsible for coordinating and executing operational and education activities and projects to support the the Health Care Environment (AHE) operations and executive management team. Provides primary administrative and customer service support for various education platforms including subscriptions and renewals, online, virtual, hybrid, and in person education activities. Prepares invoices and tracks payments, resolving issues, including outreach to collect on past due invoices; prepares related reports. Supports AHE management with financials including supporting the budget process and forecasting. Coordinates and oversees project plans as needed.Essential Functions

• Serves as the primary AHE coordinator for member/customer service inquiries related to AHE's educational programing and platforms. Sets up subscriptions, enrolls learners in Association Management System (AMS) and the Learning Management System (LMS) trouble-shoots and resolves platform access problems. Makes recommendations to the centralized Web team for FAQs to minimize call and email volume. Provides phone coverage by responding to Tier 2 calls from the AHA Member Call Center, voicemail, and emails as well as staff meeting coordination.
• Provides project specific information to members, constituents, trainers, faculty/speakers, and other identified stakeholders as needed.
• Provides administrative support to the Sr Specialist Education and the Education Specialist for annual conference education and Signature programs, as well as for all programmatic speakers, faculty, and trainers. Coordinates education related communications and documentation processes including but not limited to Continuing Education forms and invoices, A/V request forms, evaluations.
• In collaboration with AHA Meetings and Travel Services (MTS), plans and organizes quarterly Advisory Board meetings, including but not limited to collaboration on meeting logistical needs, tracking participant travel, coordinating F & B, communications, minutes, action items, scheduling meetings, and briefings preparation.
• Supports Advisory Board strategic initiatives, and Action Teams/committees/task forces through scheduling, coordinating calendar appointments, developing reports, and status updates. Organizes and prepares agendas, materials, action items, and meeting minutes. Provides overall support for executive staff in areas where multi-tasking, deadlines, and prioritizing are critical requirements.
• Coordinates and executes a standardized, turnkey shipping process for all Signature Program face to face and virtual sessions to streamline, create efficiencies and avoid errors and omissions for outbound and inbound shipments. Coordinates and tracks arrivals consistent with current SOP's.
• Updates Net Forum (AHA's AMS) with subscription data, renewal information and course information. Is the lead for responding to questions related to all education programs. Maintains course databases, enrollments, and rosters, continuing education credits/certificates process including invoicing. Generates and uploads Credly reports for badges and certificates, emails attendees.
• Prepares and tracks outcomes for certification renewal correspondence and coordinates distribution through appropriate communication channels. Tracks and records renewals in AMS
• Prepares and runs all applicable reports in support of Signature program certification renewals. Reports actual to budgeted revenue for renewals.
• Creates payment invoices and tracks payments; trouble-shoots and resolves payment issues. Assists with the development of the budget files and provides accurate data and reports for forecasting purposes. Manages process for invoicing, coding, and collecting revenue through AMS. Coordinates open accounts receivables, and the aging report. In collaboration with the finance liaison, coordinates refunds, reclasses, accruals, deferred expenses/revenue. Serves as AHE's liaison to AHA Finance.
• Performs other operational and programmatic duties.

• Associate's Degree Required

• 3+ years Successfully coordinating and tracking projects and programs with multiple steps Required
• Association experience Preferred

• Ability to work independently and manage multiple, often competing priorities - Required
• Knowledge of administrative support functions - Required
• Intermediate to advanced computer skills with Microsoft Office (Outlook, Teams, Excel, PowerPoint) programs - Required
• Ability to learn innovative technology - Required
• Knowledge of education programming and financials - Preferred