Manage day-to-day operations of the House of Delegates (HOD), maintaining delegate and constituent organization leader information, coordinating communications, and scheduling meetings for House Officers and HOD committees.
Facilitate annual submission and processing of delegate and leader data, ensuring compliance with membership requirements and updating contact information.
Develop and distribute monthly Speaker Updates and other communications to inform stakeholders.
Provide administrative support to House Officers, including scheduling, material preparation, and managing communications.
Oversee HOD volunteer applications and appointments, including communication with selected and non-selected candidates.
Ensure up-to-date and relevant HOD documents are accessible online.
Assist in developing, managing, and monitoring the HOD annual budget.
House Officer and HOD Volunteer Group Meetings
Plan and coordinate two in-person House Officer meetings annually (March and July).
Manage HOD-related meetings, including preparing agendas and recording decisions/action items.
Annual HOD Meeting
Lead planning and execution of the annual HOD meeting, coordinating delegate credentialing, managing on-site activities, and serving as primary contact. Liaise with meeting planners, AV and other vendors.
Collect and format meeting agenda items, prepare and organize meeting content communicate material availability.
Organize and support HOD volunteers including Credentialing and Reference Committees and ensure accurate recording of meeting proceedings.
Assist with HOD elections in coordination with the Manager, Elections & Governance Projects and ensure compliance with governing documents.
Prepare and publish the official Summary of Actions from the HOD meeting and ensure timely policy manual updates.
Review the policy manual for consistency, redundancy, and conflicts with new or updated policies, ensuring AAPA style adherence.
Process HOD volunteer reimbursements and align HOD outcomes with department priorities.
Qualifications
Professional experience applying association management and governance principles.
Minimum of 3 years of relevant administrative experience, including support for leadership or boards.
Experience in meeting and event coordination preferred.
Strong team player with collaboration skills, project management ability, and strong verbal and written communication.
Capable of multitasking, meeting deadlines, and working independently with diplomacy and a customer-focused approach.
Bachelor’s degree or equivalent experience preferred.
Founded in 1968, AAPA is the national professional society for physician associates (PAs). AAPA represents a profession of more than 168,000 PAs, and approximately 26,900 students across all medical and surgical specialties in all 50 states, the District of Columbia, U.S. territories, and the uniformed services.
AAPA is the only organization which represents all PAs in every specialty and practice setting. AAPA advocates and educates on behalf of the profession and the patients PAs serve. AAPA works to ensure the professional growth, personal excellence, and recognition of PAs. The organization also enhances the ability of PAs to improve the quality, accessibility, and cost-effectiveness of patient-centered healthcare.
