The Associate Director Joint Reference Committee, Councils and Committees directs key components of association governance in conjunction with department leadership and is a key contributor of a cross-functional collaborative team. This is a highly visible position that works directly with key association leadership including the Board of Trustees and Assembly, and frequently intersects with the Chief Executive Office and senior leadership of the association. The incumbent manages confidential and sensitive information with minimum oversight. The incumbent also serves as Administration Liaison to the Conflict of Interests Committee.
The incumbent must possess a unique balance of project management, technical skills, parliamentary processes and procedures, strategic vision, and strong administrative and interpersonal skills and will use their cumulative skills to increase the awareness, understanding and transparency of the work products of Association Governance, the JRC, Councils and Committees.
The AD reports to the Director of Association Governance.
SECTION 2: ESSENTIAL DUTIES AND RESPONSIBILITIES
Direct the Joint Reference Committee whichis comprised of members of the Board of President-Elect (Chairperson), Speaker-Elect (Vice-Chairperson), Secretary of the Board of Trustees, One (1) additional member of the Board of Trustees (appointed by the President), Assembly Recorder, Assembly Immediate-past Speaker and the Chief Executive Officer and Medical Director. One American Psychiatric Foundation Leadership Fellow attend JRC meetings as an observer. The JRC oversees the work product of the Councils, their committees and workgroups and deliberates on the advancement of products for consideration by the Board of Trustees for adoption and action by the association originating from Councils, committees, and the Assembly.
Direct facilitation of (3) annual Joint Reference Committee meetings including schedule, corresponding agendas and meeting logistics in conjunction with the President-elect (Chair of the JRC), Director of Governance, CEO and Medical Director, and Chief of Staff.
Collaborate with the President-Elect, Director of Association Governance, CEO and Medical Director, and Chief of Staff to highlight high priority, time-sensitive and/or confidential matters for JRC consideration and discussion.
Lead monthly meetings for Administration Liaisons to councils and committees and facilitate orientation sessions for leadership members and administration on the governance of the association, as needed.
Review all component reports for actions to be considered by the JRC and coordinate with component chairs and/or liaisons to ensure accuracy and consistency in reporting in advance of distribution to JRC.
Manage awareness and education of work products included in component reports to proactively identify potential duplication of efforts and eliminate redundancies.
Prepare and disseminate related reports to the Board of Trustees and the Assembly.
Manage the APA Policy Finder and Action Item Tracking System ensuring approved policies and actions organized, updated, and maintained for use by members and administration.
Produce and lead the Council Chair Roundtable held during the Fall Components Meeting with the President and President-elect.
Maintain up-to-date knowledge of all APA governance policies and procedures to include the APA Bylaws, the Operations Manual, and meeting and travel policies.
Administration Liaison to the Conflict of Interests Committee
Collaborate with committee leadership to set strategic direction, advance the committees agenda, and ensure programs and/or activities are planned and implemented according to the committees charge and duties.
Identify issues for follow-up or review, proactively escalating and mitigating as needed and maintaining records of possible issues for committee disposition.
Serve as the central point of contact by anticipating and coordinating timely communications among committee leaders, members, and APA Administration.
Facilitate appropriate communication with Legal Counsel as to ongoing committee operational needs.
Provide APA knowledge and historical information to ensure committee alignment with its charge and duties.
Ensure APA officials are compliant with APAs policy of disclosing all interests and affiliations.
Manage and respond to inquiries related to potential areas of conflict, assess feasibility to address or divest sources of potential conflict of interest, and report updates to the COI committee, department leadership, and legal counsel.
Provide continuous examination of the process to guide and implement procedures developed by the COI committee and approved by the Board of Trustees, addressing new considerations by tracking and documenting the evolution of APA policy and procedures for disclosing interests and affiliations.
Provide governance support, logistical oversight, and/or technology coordination at meetings of the Board of Trustees, Assembly, Assembly Executive Committee, and other events.
Performs other duties as assigned.
REQUIRED SKILLS AND QUALIFICATIONS
Bachelors degree or equivalent experience.
Seven (7) years of volunteer support and/ or management experience with a professional association.
Minimum of 7 years administrative and project management experience with demonstrated organizational and problem-solving skills and a commitment to service excellence, working directly with member volunteers and leaders.
Excels in project planning and execution.
Ability to understand and synthesize material and information quickly.
Excellent interpersonal and communication skills and the ability to maintain productive and positive working relationships with members, volunteers, and teammates.
Possess a support/service attitude and ability to maintain professionalism and tact under pressure and handle sensitive information with the utmost confidentiality.
Ability to work independently with minimal supervision and adapt effectively to changing circumstances.
Experience in use of Association Management; Salesforce experience preferred.
Highly proficient with Microsoft Office Suite products and Adobe Acrobat Professional.
Knowledge of parliamentary procedures.
Experience building a sense of community and belonging.
American Psychiatric Association (APA) is the world's largest psychiatric organization, with over 38,500 U.S. and international member physicians and 240 employees. Its vision is a society that has available, accessible quality psychiatric diagnosis and treatment. APA has excellent benefits, including medical, dental, 401k, flexible spending accounts, and tuition assistance. The APA is located in Washington, D.C. within walking distance of the L'Enfant Plaza Metro stop.