APPA Administrative Coordinator

Administrative Coordinator APPA – Leadership in Educational Facilities

Reports To: Chief Executive Officer

Status: Full-Time, Exempt

Location: Remote

Annual Salary: $60K minimum

About APPA

APPA is the leading professional organization dedicated to promoting excellence in educational facilities management. We provide resources, networking opportunities, and professional development programs to support individuals and institutions in their pursuit of operational efficiency and excellence in educational facilities.

Position Summary

The Administrative Coordinator provides high-level administrative coordination across multiple functions within the organization. This exempt-level role exercises independent judgment, manages projects, supports strategic initiatives, and handles confidential and time-sensitive information. The Administrative Coordinator is a key public-facing point of contact for APPA’s members, general audiences, and international partner delegates, and ensures organizational efficiency through proactive decision-making, cross-functional coordination, and the development of processes and systems.

Note on international partnerships: Relationship ownership and strategic direction for APPA’s international strategic partnerships (e.g., AUDE, HEFMA, TEFMA) rest with the CEO/COO. This role provides the logistics, coordination, and hospitality that execute that direction; it does not set partnership strategy or own the partner relationships.

Key Responsibilities

Executive & Administrative Support

• Provide administrative support to executive staff, including scheduling meetings, preparing documents, and handling correspondence.
• Prepare and edit reports, presentations, and other materials as needed.
• Maintain and update organizational and member databases, records, and files.

Member & Public Engagement

• Assist with member inquiries, ensuring timely and professional responses to questions and concerns.
• Maintain APPA’s website and social media updates related to events and announcements.
• Ensure timely completion of client member portals information requested by many institutional members.

Events & Travel Logistics

• Coordinate logistics for meetings, webinars, and events, including venue arrangements, registrations, and materials preparation.
• Coordinate travel logistics for staff, the Board, and the Executive Committee across board, affiliate, and international partner events, including scheduling, itineraries, and on-site arrangements, reconciling dates against the governance calendar maintained by the Governance and Compliance Manager.
• Coordinate hospitality for APPA’s international strategic partners, including delegate welcome letters, visa and travel support, gifts, and on-site hospitality.
• Support international partner delegates attending APPA events, ensuring a well-organized and welcoming experience.

Program & Webinar Coordination

• Coordinate APPA’s webinar program end to end, including scheduling with presenters (including paying business partners), setting up the Zoom webinar, adding events to the APPA calendar, and managing registration.
• Facilitate live webinar sessions, including kickoff, monitoring and managing technology and audience Q&A, and closing the session.
• Manage post-webinar follow-through, including posting recordings to APPA’s video library and providing sponsors with registration, attendance, Q&A, and poll reports.
• Track and follow up on webinar sponsorship payments, coordinating with the Business Manager to confirm paid sponsorships are settled.
• Coordinate APPA On Campus engagements, including scheduling, host-site logistics, content printing, and certificate/CEU coordination.
• Manage APPA On Campus and Advisor services invoicing and track payment status through to completion, coordinating with the Business Manager and host institutions.

People Operations

• Lead benefits enrollment for employees and serve as the primary internal contact for benefits-related matters.
• Maintain APPA’s staff policies and employee handbook, including updates, version control, and distribution to staff.

Financial & Records

• Support financial processes such as invoice processing, expense tracking and approval, and budget coordination.
• Administer the expense management system, including user setup, training, resolution of submitter inquiries, and onboarding of non-staff users such as volunteers and program contributors.

Cross-functional Coordination

• Collaborate with different departments to ensure smooth workflow and communication.
• Perform other duties as assigned to support APPA’s mission and initiatives.

Qualifications and Skills

Required

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field. An advanced degree or professional certification is a plus.
• 3+ years of experience in an administrative or office support role, including coordination across multiple functions.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams).
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
• Demonstrated ability to exercise independent judgment and manage multiple high-level priorities.
• Strong written and verbal communication skills.
• Experience coordinating travel and/or complex logistics, ideally including international or cross-cultural contexts.
• Attention to detail and a high level of accuracy in handling data and documents.
• Experience handling confidential and time-sensitive information with discretion.
• Self-starter with strong critical thinking skills, able to work independently and collaboratively.
• Comfort using AI tools to improve efficiency and streamline routine administrative tasks.

Preferred

• Experience in an association, nonprofit, or membership organization.
• Experience supporting benefits enrollment or maintaining HR/staff policies and handbooks.
• Experience supporting executives, events, or delegate hospitality at scale.
• Experience coordinating or facilitating webinars and virtual events (e.g., Zoom Webinars), including registration and post-event reporting.
• Familiarity with membership/association management systems (e.g., AMS platforms).
• Experience using AI tools to support administrative or operational work.

Benefits

APPA offers a comprehensive benefits package to full-time employees:

• Medical insurance: premiums covered 100% by APPA, including family coverage
• Dental and vision insurance: premiums covered 100% by APPA
• 403(b) retirement plan with a dollar-for-dollar APPA match on the first 6% of employee contributions
• Group life insurance and accidental death and dismemberment coverage
• Employee Assistance Program
• Flexible Time Off: APPA respects work-life balance. Take the time you need, as long as your work and projects are accomplished. There is no fixed accrual or annual cap.
• Seven paid holidays per year
• Monthly connectivity stipend supporting internet and mobile access for remote work
• Fully remote work environment

Unless otherwise noted, benefits begin on the first day of the second month of employment. Benefit offerings are reviewed periodically and may be modified, added, or discontinued in future years based on the financial performance of the organization and prevailing market conditions.