Description:

This is an administrative support position in which the incumbent assists the Sr. Director, Honors and Awards with various AIA Honors Programs (Gold Medal, Firm Award, Topaz Award) and various AIA Co-Sponsored Programs (Housing PIA, HUD, Library Association) by implementing the awards process according to the annual schedule. This position also assists with other awards programs, as time permits and as necessary. A key role of this position is serving as the central point of contact for the department in writing, editing and proofing correspondence to assure error-free high quality written communications, and providing direct administrative and project support to the Sr. Director. Specific administrative responsibilities include handling meeting logistics; calls for entries; creating, sending and receiving submission documents; and, maintaining accurate records

• Provides administrative support to the Sr. Director and is first point of contact to review, edit, and proof all outgoing departmental correspondence, e.g. calls for entries, jury memos and comments, etc., for quality, accuracy and consistency of message.

• Prepares routine written correspondence and other documents in Word, Excel and/or PowerPoint.

• Coordinates the Calls for Entries process for a total of 6 award programs; works with sponsoring organizations to create and distribute submissions for entries including e-mail blasts and other marketing opportunities. Has primary responsibility for collecting more than 300 submissions and maintains a report of the status of each. Serves as the point of contact on related questions.

• Collects fees associated with Co-Sponsored program entries; maintains an accurate record of monies received and forwards to AIA accounting/finance in a timely manner.

• Corresponds with award entrants and coordinates the return of submitted materials (when necessary); corresponds with award recipients and coordinates ordering award citations, plaques and medals.

• Coordinates logistics for Awards Task Group conference call meetings.

• Coordinates with appropriate groups to add Honors and Awards information to our Web site pages

• Maintains accurate jury service lists and potential juror’s lists. During annual jury selection process, contacts potential jurors and secures them for the AIA Institute Honors Program and AIA Co-Sponsored Programs.

• Oversees the jury meeting process for the 6 assigned awards programs, including assisting the jury chair as necessary to ensure submissions receive objective and fair evaluation based on award criteria.

• Coordinates all logistics for jury meetings to include travel, hotel, meeting room space, audiovisual, and catering needs; coordinates this effort with the centralized meetings function.

• Serves as the coordinator between the AIA Communication’s staff and partnering magazines and publications to ensure finalist and recipient submissions, jury lists, biographies, jury comment transcripts, and other materials are shared between the respective editorial staffs to facilitate accurate and timely coverage.

• Responds to telephone inquiries, and mails appropriate information and materials promptly. Maintains adequate supply of submission binders and other necessary supplies.

• Maintains accurate and up-to-date lists, e.g. entrants and recipients of various awards.

• Prepares and processes payment vouchers for Honors and Awards invoices and travel reimbursements.

• Provides backup administrative support to other award programs as necessary.

• Maintains adequate stock of necessary supplies and forms; orders special supplies as needed.

• Opens and distributes department mail; maintains up-to-date filing systems; delivering timesheets to the Managing Director; handles departmental paycheck distribution.

AIA staff Award sponsors
AIA membership Architectural firms
AIA accounting staff
Jurors
Award nominees and recipients

Considerable administrative and support experience in a customer service environment. Outstanding customer service orientation, excellent oral and written communication skills. Superior organizational skills, the ability to manage multiple tasks, and detail orientation a must. Strong Microsoft Office skills (Word, Excel, and Outlook). Experience with association management databases a plus. Ability to interface effectively with high-level constituents. The ability to be discrete and confidential, while conveying an open, helpful, and hospitable attitude. A thorough understanding of the rules and regulations governing the awards programs and the ability to confidently dispense guidance to entrants and direct the jurors tactfully and judiciously.

Bachelor’s degree in English, Communications or related field and some work experience, or three to four years of responsible administrative experience.

None.

AIA Human Resources
RE: Job Title and/or Job Code
1735 New York Avenue NW
Washington, DC 20006
Fax: 202/626-7476
E-mail: aiajobs@aia.org