The Project Coordinator is responsible for coordinating the overall day-to-day administration, operations, and designated activities for the Executive Vice President Government Affairs and Innovation and the Federal Affairs Department. Serves as the representative of Executive Vice President Government Affairs and Innovation and the Senior Vice President Federal Affairs for external and internal queries, manages scheduling, correspondence, and travel, develops and manages project plans, and tracks/organizes strategic issues. Assists supported executives with project tracking and basic research and coordinates with department staff on special project work.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Prepares finalized correspondence, memos, and other departmental documents originating from rough drafts or notes (must be proficient in Word).
Composes/proofreads/edits correspondence, memos, presentations, and other departmental documents (must be proficient in Word, PowerPoint, Excel).
Prepares, and maintains resource materials, including reports, presentations, and documents as required by the supported executives.
Maintains department records and manages supported executives’ deadlines and coordinates work with appropriate department staff.
Screens and, handles as appropriate, communications to the supported executives, especially time-sensitive requests, forwards to appropriate staff within the department or association.
Responsible for coordinating logistics related to department-supported meetings and conference calls including scheduling, confirmation/registration of participants, location, and materials.
Attends federal affairs and government affairs and innovation internal and external calls and meetings/briefings relating to team development and to the supported projects.
Maintains expenses records, invoices submitted for payment, and check requests; prepares expense reports and expenses account statements for the supported executives and select projects for which the supported executives have fiscal responsibility.
Tracks and manages relevant committee lists on an ongoing basis.
Tracks and manages progress on relevant project plans.
Develop and maintain relationships with counterparts at member health plans.
Supports compliance tracking and regulatory reporting.
Coordinates with other staff across the Association to assure cross-department alignment and collaboration.
Arranges travel and all related activities for Executive Vice President Government Affairs and Innovation and the Senior Vice President Federal Affairs, i.e., airline, train, or other transportation, hotel, and related reservations.
Supports major association events and meetings for Executive Vice President Government Affairs and Innovation and the Federal Affairs Department including Federal Government Relations Committee, AHIP Conferences, Fly-Ins, Congressional Briefings, and Coalition meetings.
This position has no supervisory responsibilities.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
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.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work
1. This job may be performed in both a professional office environment and may also be operated in a remote environment. This role routinely uses standard office equipment.
2. This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m.
3. Position may be performed remotely 50 – 75% of the time within a week. This position may require face-to-face interaction at our DC office.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.
Required Experience and Education
Advanced skills in Microsoft Office products (Outlook, WORD, Excel, PowerPoint, or similar graphic program).
The ability and willingness to master other software packages/computer skills database manipulation (Teams, Zoom, iMIS, Castle, Adobe Acrobat).
Established track record of independent initiative and flexibility.
Strong written and verbal communication skills.
Works accurately, independently, and meet deadlines.
Shows careful attention to detail and takes substantial responsibility for the thorough completion of long-term and short-term projects.
Possesses strong organizational/coordinating skills and writing skills.
Proven ability to work in a fast-paced environment and to manage competing priorities.
Bachelor's degree and/or equivalent experience.
Internal Number: 2
As a national trade association representing the health insurance industry, AHIP combines the fellowship of a small organization with the stability and strength our members represent. Here you can make a positive difference to the 200 million plus Americans, who our members serve. We foster innovation and opportunity. If you are looking for challenging and rewarding work, consider an AHIP career.