The American Institute of Architects, San Francisco (AIASF) is a 501(c)6 nonprofit membership business-league organization dedicated to upholding the character and advancing the integrity of the built environment in the San Francisco Bay Area. In partnership with the Center for Architecture + Design (Center), a 501(c)3 non-profit organization, AIASF serves our local community through exceptional programming and advocacy initiatives that elevate public discourse about architecture and design.
The Programs Associate works closely with the Programs Manager to execute AIASF and the Center programs and events. This position is responsible for the administrative coordination of virtual, onsite and offsite programs, events, design competitions, and other signature events and activities.
This position requires the ability to maintain confidentiality, a professional appearance, and a helpful attitude; the Program Coordinator must be able to work with a wide variety of contacts from members to city officials.
The Program Coordinator, along with all AIASF employees, promotes a positive office culture, a commitment to organizational values, and mutual respect.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Programs and Events Administration
Support Programs Manager by liaising with AIASF and Center committees, which includes scheduling meetings, note-taking, setting up any audio-visual/technical set-up, and facilitating committee programming and presentations, as applicable
Assist with the administrative coordination of planning and executing programs and special events, including attendee check-in, F&B set-up for in-house programs and events, audio-visual/technical setup
Coordinate annual committee processes, including workplan collections, annual reports, and committee orientation
Assist in developing budgets for all AIASF committee programs and special projects
Coordinate logistics and catering arrangements for meetings and events
Assist with internal events calendar and present schedule at a weekly staff meeting
Set up and maintain event registration, calendar listings, post-event follow-up, and Zoom sessions for virtual events
AIASF Member Programs
Coordinate Design Awards submission process and aspects of recognition. Support the jury and coordinate the awards gala event execution
Coordinate the event logistics of the Annual Member Party and Business Meeting, including the formal election of the Board of Directors
Support AIASF committees by submitting Continuing Education Services (CES) programs to the AIA National dashboard for Learning Unit (LU) review and approval process, including Health Science Welfare (HSW) LUs.
Center for A+D Public Programs
Support the Program Manager with the administrative coordination of signature programs, including the Architecture + the City Festival, Home Tours, Symposia, and Community Alliance Awards, and other programs as assigned.
Coordinate communications assets for events
Coordinate promotional event material with communication staff for email, social media, and other online platforms
Assist communication staff with newsletter content and copy-editing
Maintain committee and presenter templates and resources
Punctuality and regular and reliable attendance.
Other duties as directed, developed, or assigned.
Education and/or Experience: BS, BA or evidence of equivalent satisfactory experience. Experience working in a professional office environment and a background providing customer service.
Language Skills: Ability to read, write, analyze, and interpret general business correspondence and technical procedures. Ability to effectively communicate information and respond to questions from managers, staff, members, and the general public. Ability to diplomatically deal with challenging situations and people while exhibiting a consistent level of professionalism. Welcoming and friendly demeanor for visitors.
Reasoning Ability: Ability to think independently and to solve practical problems and deal with a variety of different situations without set guidelines. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to be resourceful and proactive in dealing with issues that may arise. Ability to organize, prioritize, ask for direction, and work under pressure.
Technical Skills: Microsoft Office Suite. Working knowledge of WordPress and database systems.
Equipment: Personal computer and telephone
Other Skills: Excellent communication skills. Ability to work individually and as part of a team. Ability to get along and work cooperatively with others. Positive and professional attitude. Ability to respond positively to constructive feedback. Excellent organization and planning skills as well as attention to detail. Ability to maintain a punctual work schedule.
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk.
Have occasional need to perform the following physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders.
Have occasional need to perform standing and walking activities.
Constant need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity.
Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.
Vision requirements: constant need to complete forms, read reports, view computer screen. Frequent need to see small detail. Frequent need to see things clearly beyond arm’s reach.
Hearing requirements: constant need to communicate over telephone and in person, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.
Travel Requirements: None.
Work is performed in an office environment although is currently working remotely. The noise level is usually quiet in the office setting and moderate during classes and events.
DETAILS AT A GLANCE
Time Commitment: Full time schedule
Start Date: August 22, 2022
Education: 4-year degree required
Experience Level: Entry level
Salary: Up to USD $50,000 / year
All regular, full-time employees are eligible for a comprehensive benefits program to include Medical, Dental, Vision, Life Insurance, and Long-Term Disability
Paid time off (PTO) of 20 days per year for the first 6 years, then 25 days off for 11 years, 30 days for up to 16 years, and 35 days after 16+ years.
Eleven (11) Paid Holidays.
Mobile Phone reimbursement up to $50.00 per month.
LEVEL OF LANGUAGE PROFICIENCY
Ability to read, write, analyze, and interpret general business correspondence and technical procedures. Ability to effectively communicate information and respond to questions from managers, staff, members, and the general public. Ability to diplomatically deal with challenging situations and people while exhibiting a consistent level of professionalism. Welcoming and friendly demeanor for visitors.
APPLY TO THIS JOB
Please combine your letter of interest, resume, and a sample of writing into a single pdf. Provide a professional writing sample such as a letter or another communication you’ve authored.