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Whether you are an experienced professional looking for a new opportunity, a new graduate, or changing careers, association management is a growing, vibrant, and dynamic field.  Associations are broadly diversified organizations, with business models ranging from event planning to publishing to e-commerce to member services—and often much more—all housed under one roof. No matter what your area of interest or expertise, there is a position within an association that is perfect for you. 

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Executive Vice President

HOME BUILDERS ASSOCIATION OF METROPOLITAN HARRISBURG                 

POSITION DESCRIPTION

Position: Executive Vice President

Reports to: Board of Directors

Supervises: All Staff

General Overview:

The Executive Vice President (EVP) serves as the chief executive officer of the Home Builders Association of Metropolitan Harrisburg, partnering with the Board of Directors to effectively conduct the affairs of the Association. The EVP assists the Board in the formulation of Association mission, goals and objectives and related policies. Within that framework the EVP plans, organizes, coordinates, controls and directs the staff in implementing programs and activities of the Association. The EVP is responsible for the development and management  of special events of the association, including the Parade of Homes, PA Home & Garden Expo, consumer programs, social and networking events and bringing continuity for all events and enhancing the image of the industry to members and public.

In general, it is the member leadership that determines the direction the Association will take with the assistance of the EVP; it is the staff that ensures the leadership's plans and policies are implemented with the assistance of the members. Staff provides the logistical support needed to put plans into action.

The EVP has regular contact with the Association's elected officers, Board of Directors, and committees on policy matters and other issues as appropriate. The EVP maintains personal contact with regional, state or national organizations and the general membership to the greatest degree possible. The EVP maintains appropriate relationships with other associations, industry, government, public service organizations and vendors to enhance the image of the Association and the attainment of its objective.

The EVP has oversight or direct responsibility for communications, marketing, planning and evaluation, public relations, membership recruitment and retention, legal issues, workforce development and government affairs.

Specific Responsibilities:

Within the limits of the Charter and By-Laws of the Association and policies established by the Board of Directors, the Executive Vice President, with appropriate delegation:

  • Inform the leadership about the conditions and operations of the Association, attends meetings of the Board of Directors and the Executive Committee, preparing, agendas, budgets and reports.
  • Execute all decisions of the Board;
  • Plans, formulates and recommends for the approval by the Board of Directors policies, procedures, and programs to implement the direction established by the Board;
  • Partner with the Board of Directors to maintain an ongoing process of strategic plan development, implementation and evaluation;
  • Assists the Board of Directors with the development of volunteer leadership;
  • Safeguards confidential information as it applies to the daily functions of the association and members;
  • Executes such contracts and commitments as authorized by the Board of Directors or established policies;
  • Promotes interest and active participation in the Association's activities on the part of the membership and reports activities of the Board and Association to the members through the communications media of the Association;
  • Establish an organizational structure for the staff;
  • Recruits, hires, trains, reviews and terminates staff and administers an effective personnel program which includes position descriptions, performance standards, performance appraisals and a compensation system with the guidance and approval of the Executive Committee;
  • In cooperation with the Finance Committee and Treasurer, develops, recommends and submits for approval by the Board an annual budget. Insures that all funds, physical assets and other property of the Association are safeguarded and administered. Executes by-laws provisions with respect to an annual audit;
  • Takes an active role in overview of all financial matters, including receipts and disbursements madein conjunction with the all the associations programs;
  • Provides necessary liaison and staff support to committee chairs and committees to assist them in the performance of their functions;
  • Supervises the membership development and membership services programs;
  • Plans, coordinates and conducts a public relations program to enhance public acceptance of the industry;
  • Provides primary staff support for the HBA, Pennsylvania Builders Association (PBA) and National Association of Home Builders (NAHB) legislative activities and related PAC involvement;
  • Directs programming that develops a workforce for the members;
  • Acts as a liaison with PBA and NAHB, attending member and Executive Officer Council meetings;
  • Carries out such other general responsibilities as may be delegated by the officers and the Board of Directors.

Contact: 

Home Builders Association of Metro Harrisburg
Mr. David F. Sheppard Jr.
[email protected]
717-232-5595
2416 Park Drive Harrisburg Pennsylvania 17110

 

   

 

Office Administrator

Pennsylvania Asphalt Pavement Association (PAPA)

SUMMARY:

The Pennsylvania Asphalt Pavement Association (PAPA) is seeking qualified candidates to fill the position of Office Administrator. PAPA, founded on July 1, 1932 is a Section 501(c)(6) not- for-profit trade association representing the asphalt paving industry in Pennsylvania. PAPA currently has 150 members. PAPA members include asphalt mix producers, asphalt refiners/suppliers, paving/milling contractors, engineering/consulting firms, equipment manufacturers, commercial testing labs, and other entities that make up and provide support, materials, and services to the asphalt paving industry in Pennsylvania and across the United States.

ESSENTIAL DUTIES:

The Office Administrator (OA) manages office activities and operations to ensure efficiency, quality, customer service, and compliance to association policies. The OA provides clerical, administrative, IT, technical, etc. support to staff (1 fulltime and 2 part-time), the Executive Committee, the Board of Directors, Association Committees, and plans, budgets, contracts for, organizes, and manages Association meetings, events, functions, etc.

Responsibilities: 

  • Plan, budget, schedule, organize, attend, and manage all events for the Association. Current yearly major events include the Annual Conference, three Regional Technical Meetings, the PennDOT PAPA Bus Tour, and the Environmental Seminar. Contract for hotel meeting rooms, sleeping rooms, meals, catering, etc.
  • Schedule, budget, organize, attend, and manage meetings for the Executive Committee and Board of Directors, Executive Director, Association Committees, task forces, etc. Contract for hotel meeting rooms, sleeping rooms, meals, catering, etc. Coordinate, create, edit, and distribute meeting agendas, minutes, and reports. When requested, make travel arrangements for staff.
  • Schedule in person and virtual meetings via MS Outlook and GoToMeeting and monitor/update staff calendars.  Prepare and maintain meeting minutes, documents, handouts, correspondence, files, etc.
  • Track all pending correspondence, PennDOT Clearance Transmittals, requests for information,  etc. to ensure completion of assignments and timely response.
  • Utilize MS EXCEL and other Association software (MS Office 365, GoToMeeting, Adobe Acrobat, etc.) to develop, update, and maintain spreadsheets, reports, letters, and databases and generate reports, graphs, charts, tables, etc., for use by staff. Utilize MS PowerPoint to develop or revise formal presentation materials for staff. Manage the IT Service, copier, janitorial, etc. contracts. Maintain Association’s Server in consultation with IT Service and internet and cable TV with Comcast.
  • Serve as lead marketing person for the Association. Maintain and update data and information on the Association’s Website and Constant Contact list. Distribute Social Media Content via Association’s Twitter, Facebook, etc. accounts. Develop and distribute marketing material as appropriate.
  • Maintain digital records and correspondence files for staff and committees.
  • Organize, prepare, and distribute the Association’s newsletters, publications, and membership directory.
  • In collaboration with staff, prepare a calendar year Association “Draft” Budget, monitor cash flow, membership dues,  etc.
  • Interact with public, partners, members, etc. by telephone, social media, and e-mail to assess needs and coordinate responses in a professional manner.
  • Work closely with the Accounting Administrator and act as her backup when required.
  • Ability to work remotely as need arises.

SKILLS & EXPERIENCE & Education:

The successful candidate for this position will possess: 

  • Event planner and/or manager experience.
  • Knowledge of standard office procedures and practices.
  • Knowledge of grammar, spelling, syntax, and punctuation, letter, and report  preparation. Basic math skills for performing routine calculations related to tasks.
  • Advanced IT skills and knowledge of MS Office 365 and in particular knowledge/skill/experience with  Outlook, Word, Excel, and PowerPoint.  Also, Windows 10 Pro, GoToMeeting, Adobe Acrobat, SAGE, Constant Contact, Survey Monkey, etc. skills and experience preferred.
  • Good written and oral communication skills and pleasant personality for answering telephones, preparing emails, and greeting members. 
  • Ability to operate basic office equipment such as computer, calculator, copier, fax, camera, video projector, etc.
  • Ability to organize and coordinate office support services.
  • Ability to work under the pressure of multiple deadlines and changing task priorities.
  • Self-starter and ability to work with minimal supervision.
  • Ability to occasionally travel overnight to statewide or nationwide events, meetings, conferences, etc.
  • Minimum education, high school graduate, 2 or 4-year college graduate preferred.

REPORTING RELATIONSHIP:

The PAPA Office Administrator (as well as the Technical Services Director and Accounting Administrator) reports to the Association’s Executive Director but collaborates frequently and independently with all staff and association members.

LICENSES AND CERTIFICATIONS:

A valid PA Driver’s License is required.

SALARY & BENEFITS:

Starting salary is $50,000/ year with benefits.

TO APPLY FOR THE POSITION:

All submissions must be electronic (PDF format preferred). Send resume of qualifications, a cover letter explaining how your qualifications and experience match up with the job posting, and three business references via email to PAPA Executive Director Charles C Goodhart at the following e-mail address: [email protected] . PAPA will receive resumes and letters of interest and perform interviews (in person or via GoToMeeting) until the position is filled. 

PAPA IS AN EQUAL OPPORTUNITY EMPLOYER:

PAPA is an equal opportunity employer. PAPA does not discriminate and takes affirmative action measures to ensure against discrimination in employment, recruitment, advertisement for employment, compensation, termination, upgrading, promotions, and other conditions of employment. PAPA does not discriminate against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.

 

GRANTS AND ADMINISTRATION MANAGER

Pennsylvania District Attorneys Association

The Pennsylvania District Attorneys Association and the Pennsylvania District Attorneys Institute are seeking a highly motivated Grants and Administration Manager to join their team. The Grants and Administration Manager is responsible for drafting grants and applying for grant funding annually from the Pennsylvania Commission on Crime and Delinquency, the Pennsylvania Department of Transportation and other relevant funding entities. The Grants and Administration Manager will be required to oversee the compliance of all state and federal regulations pertaining to grant funding and prepare and submit project modifications and quarterly grant reports. On an ongoing basis, the Grants and Administration Manager is also responsible for administrative office tasks including monitoring incoming training monies, managing consultant contracts, employee timekeeping, managing building maintenance, tracking business expenditures and preparing checks.

The successful applicant must be proficient in the use of Quickbooks, Excel, Word and Adobe Acrobat. The ideal applicant will also have experience utilizing PCCD’s Egrants system, have a background in office administration and be able to quickly learn and execute the varying job tasks with confidence.

DETAILED JOB DUTIES AND RESPONSIBILITIES

GRANTS ADMINISTRATION

• maintain all grant files, relevant correspondence and consultant contracts

• draft consultant contracts for review and approval of Executive Director

• allocate internal office expenses (e.g. phone, postage, and copiers, etc) to the appropriate grant or organization

• invoice staff for any personal expenses

• gather and review budget information for grant applications from Staff Accountant, Director of Training and Membership Services, or other relevant staff and make recommendations or adjustments where necessary for approval by Executive Director

• prepare and submit all grant applications, project modifications and quarterly program reports

• review, approve and process all consultant expenses and fees for payment

• serve as primary liaison to address Pennsylvania District Attorneys Institute (PDAI) consultants’ concerns and questions

• oversee the compliance of all state and federal regulations pertaining to grant funding

• contact Pennsylvania Commission on Crime and Delinquency (PCCD) staff or staff of the respective granting entity (e.g. U.S. Attorney, PennDOT, DOJ, etc.) when necessary

• edit various correspondence and informational materials including letters to members, information requests

• attend PDAI sponsored trainings and PDAA conferences on an as needed basis including all Traffic Safety Resource Prosecutor trainings

• reconcile spreadsheets (prepared by Training/Services Coordinator) to the general ledger accounts and make appropriate adjustments

• meet with vendors regarding the purchase of new office equipment eg. copiers, postage meter, etc and make recommendations to Executive Director

• serve as the primary staff contact for issues pertaining to PDAI grants

FINANCIAL

• prepare all check requests for weekly payments

• obtain Executive Director approval on all requests prior to issuance of checks

• review consultant invoices and process monthly payments

• review and process all accounts payable and accounts receivable using QuickBooks computer accounting program

• allocate expenses for each check to the appropriate general ledger accounts

• review records at year-end to determine which vendors require a 1099, obtain Staff Accountant approval, and process 1099’s

• contact and resolve any issues with vendors regarding discrepancies

• review training registration spreadsheets and prepare invoices for all unpaid fees

• assist Staff Accountant on as needed basis

• prepare payroll in the absence of Staff Accountant

OFFICE ADMINISTRATION

• collect, review, calculate, verify and approve biweekly time sheet allocations for staff

• maintain database for vacation, sick time and personal time for PDAA/PDAI staff

• work with Training/Services Coordinator to ensure that office supplies and/or equipment are purchased as necessary

• maintain petty cash account

• coordinate office equipment maintenance and repair

• coordinate and manage all building repairs and maintenance

• maintain and coordinate physical plant issues, i.e., building repair and maintenance and obtain estimates for presentation to Executive Director for approval of same

OTHER DUTIES

• work with Director of Training and Membership Services on logistics for and administration of Mid-Winter and Summer Meetings

• handle all vendor/exhibitor business for Mid-Winter and Summer Meetings, including contracts, invoices, etc.

• review with Director of Training and Membership Services master bill charges after Mid-Winter and Summer Meetings and issue payment of charges

• attend and take minutes of all Business meetings

Interested applicants should send resume, cover letter and salary requirements to Executive Director Lindsay Vaughan at [email protected].