Governance Senior Specialist

Who we are :
The Alliance for Academic Internal Medicine (AAIM) is seeking a Governance Senior Specialist reporting to the Executive Office Administrator. When you join the AAIM team you are offered a competitive salary and generous benefit package. Part of the package includes AAIM paying the full premium cost for employee coverage under the health and dental plans. Coverage begins the first of the month following hire date.

Other benefits include vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, identity theft insurance, access to professional development funds, and more! AAIM, a professional membership association, promotes the advancement and professional development of its members who prepare the next generation of internal medicine physicians and leaders through education, research, engagement, and collaboration.

Representing over 13,000 members, AAIM is the largest association of faculty and administrative staff serving in departments of medicine. Located in the Old Town section of Alexandria, AAIM is convenient to the Blue and Yellow Metro lines. To learn more about our organization, please visit  . What this job is about:
The Governance Senior Specialist supports the management and execution of the governance volunteer functions of AAIM, which includes a board, an executive committee, five councils, and three sub-councils as well as committee administration. This individual will support efforts to communicate with elected and appointed governance volunteers as well as the membership at large in relation to governance efforts. They will also support staff on issues related to governance and committee administration.

Responsibilities:
Coordinates all aspects of governance conference calls and meetings, including scheduling, agenda, background materials, minutes, work plans, correspondence, and reports. Supports facilitation of 360 degree communication between staff and councils, council to council, committees to councils, and councils to the board. Supports effective committee operations by managing committee structure and rosters; assists with defining committee charges and terms, filling chair positions, garnering appropriate review and approvals, and populating committees;

manages semi-annual calls for committee volunteers; maintains volunteer waiting lists. Supports maintenance of bylaws, guiding principles, policies, and procedures as needed. Supports new leader orientation efforts, including scheduling, content coordination and management, and online community management. Manages annual call for nominations and elections for open positions on councils, including managing nomination review at council level, collecting candidate materials, working with staff to build election ballots, supporting web pages, and marketing emails for elections.

Manages document updating and uploading to online communities for board, councils, and committees. Works with communications team to develop and disseminate regular, consistent electronic (e.g., email, website, social media, etc.) updates about governance-related issues with councils and stakeholders. Reviews, codes, and tracks leadership expense reimbursement requests. Orders leadership plaques and gifts. Ensures projects are completed on time and within budget, develops project timelines and tasks, and identifies skills and financial resources required to complete tasks.

Contributes to the development and sound fiscal management of the department budget; monitors the budgetary impact of the day-to-day operations on the department; prepares budget reports; ensures that invoices are coded accurately; and confers with department management as necessary to ensure that department funds for equipment, resources, travel, programs, committees, revenue, and expenses are used responsibly and effectively. Identifies and implements ongoing process improvement strategies to maximize efficiency and improve quality outcomes.

Tracks volunteer leader participation in AAIM membership database. Able to travel to attend meetings as requested. Perform other duties as necessary. Supervisory Responsibility and Key Relationships:
Includes significant contact with board, council, committees and members through email, telephone, and onsite meetings for purposes of operations and coordination. What you will get out of it:
Insight into the discipline of academic internal medicine. Develop your project management, communication, and budgeting skills. Work with committed and dedicated professional staff and volunteers in a collaborative and high performing environment. Professional development opportunities to grow your career. Comprehensive benefits package including medical, dental, vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, access to professional development funds, and more!

How to…