Project Assistant

The American Occupational Therapy Association (AOTA), the national professional association established in 1917 to represent the interests and concerns of occupational therapy practitioners and students of occupational therapy, is seeking a Project Assistant to add to their team.  

POSITION SUMMARY

Responsible for providing communications, research, and administrative support to the policy departments within the Knowledge Division.

POSITION SPECIFIC DUTIES

• Provide administrative support to the State Affairs, Federal Affairs and Regulatory Affairs groups.  
• Schedule calls/webinars and meetings for staff, maintain electronic mailing lists, update, and distribute documents.  Assist with external meetings including travel arrangements and preparing materials.  Process invoices from vendors including placement in and monitoring of Anybill, prepare and file expense reports for staff.   Maintain databases or lists as directed.
• Support policy staff with distributing, editing, and formatting materials including comment letters, testimony, fact sheets, email alerts, PowerPoint presentations and news items.  

• Serve as web liaison for items to be edited and posted to AOTA’s website using the content management system SiteCore.    Work with communications staff to get policy related updates posted through social media channels.
• Compile and distribute analytic reports for activity on public policy webpages and create weekly report of items posted to the web, distributed via email, and posted through social media channels. 
• Assist with the production of state legislative and regulatory monitoring reports.    Prepare daily reports from the Federal Register, LCD notices and other regulatory or legislative information as needed.   Collect research information on state statutes and regulations for provisions related to occupational therapy to update and create reference materials.
• Identify and embrace the AOTA culture values and employ them in all interactions with peers, managers, volunteers, members, and other stakeholders.
• Demonstrate accountability for the duties and responsibilities assigned to your role.
• Perform all duties with excellence and integrity and communicate to all AOTA staff, volunteers, and members with respect.
• Embrace diversity and work proactively with peers and leadership to foster an equitable and inclusive workplace.
• Other duties as assigned.

EDUCATION/EXPERIENCE/SKILLS

• Bachelor’s degree from an accredited institution in customer service, administration, and/or related field.
• Two to four years of related work experience in an office environment with customer service, administration, related field and/or in an Association.
• A different combination of formal education and experience will be considered.
• IAAP certification as Certified Administrative Professional preferred.
• Knowledge of Zoom and Microsoft Teams.
• Experience with web posting and HTML preferred.
• Excellent proofing and grammar skills plus attention to detail.
• Initiative to find answers, understand processes and seek clarification of procedures for varied tasks.  
• Strong attention to detail and a commitment to quality.
• Must demonstrate good judgement and business skills, a high level of organizational and time management skills, and flexibility in competently juggling competing priorities and changing expectations. 
• Experience with Personify beneficial but not required.
• Excellent written and oral communication skills.
• The position exercises moderate influence upon the actions or operations of others and has a moderate impact on the activities of AOTA. 
• Requires moderate problem solving, judgment and/or innovative thinking to accomplish very broadly defined and/or technically complex responsibilities of the position. The work may involve the development of recommendations for the division/department goals and projects.  Receives broad work direction and objectives.  Broad latitude is given to determine approaches, procedures, and methodologies for accomplishing the work of self and others.  Receives administrative review.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

WORK ENVIRONMENT (In Office)

• The noise level in the work environment usually is moderate.

Full-time, Non-exempt Position

Salary: Commensurate with experience

SELECTION PROCESS: We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Please E-mail resume and cover letter with salary expectations to jobs@aota.org

AOTA offers a generous benefits plan including sick leave and paid vacation leave, as well as other types of leave. AOTA benefits include a generous health, dental, and vision plan, contribution to 401k plan, short- and long-term disability plans transportation/parking subsidy, plus much more!

At AOTA, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. AOTA is committed to attaining a diverse workforce that is representative of the community. Individuals with disabilities, veterans, LGBTQ+, women and minorities are encouraged to apply.