Programming and Communications Coordinator – Posted April 5, 2021

PROGRAMMING AND COMMUNICATIONS COORDINATOR

Organization:    Local chapter of the American Institute of Architects (AIA Columbus), a member-based nonprofit organization supporting architects and the architectural profession in a 32-county area of central and southeastern Ohio.

Objective:           Exempt position to assist with programming, communications and reporting of all AIA Columbus member services, events, and activities; coordinate dissemination of all Chapter information; maintain Contract Documents, assist with the Center for Architecture and Design and provide administrative support for the Executive Director as needed.

Reports to:         This position reports to the Executive Director and interacts extensively with members and volunteers.

Hours:                   Full-time (40 hours/week). Occasional evenings and weekends required. Currently working remotely, then moving to a hybrid work environment post pandemic.

Responsibilities:

1. Communications and Graphic Design

• Coordinate and disseminate information for all AIA Columbus events and outreach activities in a timely manner through all electronic formats including the website, the chapter e-newsletter and social media outlets
• Create visually appealing flyers, program and special event announcements and other necessary graphics using Adobe Creative Suite
• Coordinate production of bi-weekly e-newsletter with Chapter announcements and special event notices and weekly “At-A-Glance” e-blast
• Maintain the Chapter website for relevancy, ease of use, accuracy, timeliness and appeal
• Communicate events to other media outlets
• Research, suggest and when appropriate develop new opportunities to further awareness about the Chapter and programming

2. Event Planning

• Coordinate all AIA Columbus events including, but not limited to, Chapter Meetings, Continuing Education Seminars, and committee special events such as the annual Golf Outing and the Architecture Awards
• Attend committee meetings at the discretion of the Executive Director and serve as the staff representative on a variety of Chapter committees
• Maintain the calendar and schedule of all events and meetings for the Chapter and the Center for Architecture and Design
• Work with speakers to coordinate travel, accommodations, honoraria and hospitality
• Coordinate all food and beverage requirements with caterers
• Handle online registration for all events, collect fees and coordinate all post-event activities
• Advertise all events on the Chapter website, the e-newsletter and social media outlets
• Coordinate all post-event follow up
• Research, suggest and when appropriate develop new opportunities to improve and/or make more cost effective Chapter programming

3. Continuing Education

• Assist in the development of Chapter programming, both online and in-person
• Assist in producing online seminars
• Learn the AIA Continuing Education System (CES) requirements and coordinate all Continuing Education for the Chapter
• Register when necessary all programs for AIA learning units
• Answer all member inquiries regarding Continuing Education
• Maintain all Continuing Education records for the Chapter

4. Center for Architecture and Design

• Coordinate and disseminate information for all Center related events and outreach activities through electronic formats including the Center e-newsletter, Chapter e-newsletter and Chapter social media outlets
• Coordinate all event set-up, working directly with building maintenance and security
• Coordinate directly with organizations using the Center for Architecture and Design

5. Member Relations

• Update member information in the AIA database and run all member reports as needed
• Answer all member requests for information about dues, renewals and status
• Research, suggest and when appropriate develop new opportunities to improve services to our membership

6. AIA Contract Documents

• Serve as point of contact for all AIA Contract Documents sales and inquiries
• Administer the AIA Columbus Contract Documents Agreement to insure complete compliance
• Maintain document inventory, fulfill orders and handle shipments
• Handle all document invoicing and sales receipts in QuickBooks

7. Additional Responsibilities

• Answer general inquiries from members and the general public to the best of your ability and specific inquiries regarding Contract Documents, membership, and Continuing Education
• Purchase supplies when needed
• Assist the Board of Directors when needed
• Make every effort to be as “green” as possible which includes office recycling, purchasing recycled materials when available and cost effective, and utilizing other environmentally-friendly opportunities when available

8. Office Administration

• Provide administrative support to the Executive Director on a variety of tasks, as assigned
• Provide telephone coverage and greet/assist guests coming to our space
• Handle Chapter incoming and outgoing mail
• Maintain inventory of all office supplies
• Prepares space for upcoming events depending on requested set-up

Qualifications and Experience:

• Four year college education preferred; knowledge of architecture very helpful
• Proficient with Adobe Creative Suite (Illustrator, Photoshop, Adobe Acrobat and InDesign)
• Knowledge of Constant Contact
• Knowledge of WordPress
• Knowledge of social media platforms
• Proficient in the use of Microsoft Office programs
• Ability to think and prepare creatively
• Ability to handle a variety of tasks/events simultaneously and to evaluate and filter information
• Ability to work independently and comfortable working in a small office environment
• Ability to work with and manage volunteers
• Excellent writing skills
• Detail oriented and highly organized in record maintenance and management
• Professional appearance
• Experience working in a nonprofit or association desired
• Experience with event and meeting coordination
• Valid Ohio driver’s license and ability to travel locally
• Professional interaction with members, vendors, Board of Directors and public
• Friendly and positive attitude
• Business/casual attire

Hours and Benefits:

• Full-time, Monday – Friday and includes occasional evening/weekend hours
• Downtown Columbus location
• Hybrid work environment post pandemic
• Individual Healthcare
• Simple IRA
• Personal time off and paid holidays
• Parking

Interested applicants should forward a letter of interest, resume, and salary requirements electronically to [email protected] by 5pm Friday, April 16, 2021. As resumes come in, we will begin interviewing as soon as possible. No phone calls, please.

Disclaimer: The information contained in this job description indicates the general nature and level of work performed by employees. It is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their Supervisor.  

AIA Columbus is an Equal Opportunity Employer.