Job Title: Project Coordinator, Government Relations

Reports to: Vice President, Government Relations

Job Summary: Is accountable for carrying out an assigned ASHP work projects. Has responsibility for recommending and selecting the most effective methods and protocol to use in the delivery of ASHP projects. Coordinates communications for the Office of Government Relations, the annual Legislative Day, and advocacy materials on the Website.

Major Job Duties and Responsibilities:

1. Coordinates the operational, logistical, and administrative processes for the Office of Government Relations. Provides support to Counsel on Public Policy, Political Action Committee (PAC), and Advocacy Advisory Committee, in collaboration with staff. Coordinates and monitors program financial activities, monitors program activity, and ensures timely updates to membership database, ASHP website, and other records. Provides timely correspondence and follow-up on all inquiries.
2. Crafts communications on advocacy activities.
3. Attends meetings and briefings pertinent to ASHP’s public policy initiatives as well as PAC interests.
4. Develops supporting materials and coordinates all communications for the advocacy program with division staff. Prepares broadcast email messages and linked documents with Government Relations and Communications staff for timely posting on ASHP web pages. Implements communications to ASHP.
5. Assists in planning large and small meetings including ASHP’s advocacy fly-in day, both onsite and offsite, including but not limited to: developing the agenda, preparing meeting materials, coordinating meeting activities as well as contract agreements with the Conference and Convention Division, and preparing minutes of the meetings.
6. Assists the Director, Political Action Committee and Grassroots Engagement with ASHP fly-in events. Organizes meetings for attendees as well as responsible for the distribution of materials.
7. Supports the annual Legislative Day program by coordinating over 100 appointments by members and the Executive Office with congressional offices.
8. Coordinates the finalization of agenda, logistics and background materials for Policy Week as well as meetings and programs held in conjunction with Summer Meeting, House of Delegates and Midyear Clinical Meeting. This also includes PAC events, meetings with state affiliate and regulatory officials, and educational sessions.
9. Maintains expertise regarding the use and applications of ASHP technology application for communication and data management, including but not limited to: Survey software (Qualtrics) for data collection and member surveys; Contract Management Software (Contraxx) for contract tracking; Travel and Expense Management Software (Concur); Content Management System (CMS) for ASHP web pages; electronic communications technologies (Magnet Mail); GoToMeeting software; other distance meeting software applications used for staff meetings and webinars; and other software applications used for accreditation interface.
10. Follows well defined instructions, policies, and standard operating procedures to perform their work assignments.
11. Coordinates routine and special projects. Establishes and maintains appropriate process to initiate project steps throughout the year. Monitors deadlines and budgets, prioritizes tasks, assures steps are met in proper sequence, and maintains ongoing communication with staff regarding status and approvals.
12. Schedules appointments and engagements on behalf of the Vice President, Government Relations. Makes arrangements and coordinates all details for meetings, conferences, and special events.
13. Serves as liaison between division and contract services.
14. Develops and implements new procedures to streamline division workflow and improve efficiencies.
15. Provides professional written communications including email correspondence to all ASHP members with the assistance of the Office of Government Relations staff when applicable.
16. Interacts with others in helpful manner to exchange general information to assist others in performing their work.
17. Performs other duties as assigned.

Qualifications:

• Requires a minimum of a degree plus a working knowledge of the theories government affairs.

• Two to four years of successful experience working in a congressional or government affairs office of a trade or professional association.

• Successful experience supporting cross-functional teams in a deadline-driven environment.

• Excellent oral and written communication skills.

• Outstanding organizational skills.

• Strong attention to detail and ability to manage multiple projects and tasks simultaneously, including tracking and coordinating activities and setting and adhering to deadlines.

• Skill with communications and information management technologies.