POSITION:            Advancement Coordinator

FLSA STATUS:       Non-exempt

REPORTS TO:        Senior Vice President, Advancement and Growth                                                                                       

Summary of Position

The Advancement Coordinator provides administrative, logistical, and data support to AMIA’s Advancement and Growth team. This role helps execute membership and corporate activities and deliverables, supports program operations and reporting, coordinates scheduling and materials for advancement initiatives, and ensures accurate tracking of contacts and activities in AMIA’s systems. The Advancement Coordinator works closely with the Senior Vice President, Advancement and Growth and cross-functional colleagues to support timely, organized, and donor-centered processes.

Based on the duties described below, this is a full-time, non-exempt, fully remote position. This position reports to the Senior Vice President, Advancement and Growth.

Dimensions

This position has no direct reports.

This position has no budget authority.

Nature and Scope

The Advancement Coordinator provides day-to-day coordination and operational support for corporate partners, membership and relationship-management activities. Working under the direction of the Senior Vice President, Advancement and Growth, the role helps keep advancement plans moving by coordinating schedules and communications, preparing meeting and materials, maintaining accurate records, and supporting basic reporting and follow-up. The position requires strong attention to detail, discretion with sensitive information, and the ability to manage multiple priorities in a deadline-driven environment.

Principle Accountabilities

• Corporate partner operations support: Responsible for processing, tracking, and execution of contract deliverables across the AMIA enterprise spanning education, events, publications, member services, MarCom, and IT, ensuring deadlines and deliverables are met and records are complete, accurate, and up to date in AMIA’s systems.
• Partnership and communications coordination: Draft and format routine correspondence, acknowledgements, and partnership touchpoints; maintain templates; and support distribution needs in coordination with internal stakeholders.
• Scheduling and meeting support: Coordinate calendars, meeting logistics, and materials for partner, and internal advancement meetings; prepare agendas and briefing packets as requested; and track follow-ups and next steps.
• Data entry and reporting: Enter and maintain contact, activity, and project data; run routine reports and lists; support data hygiene efforts; and help reconcile information across sources to support advancement planning and decision-making
• Assists with data gathering, research, and preparation of summaries to support business intelligence and analytics activities.
• Prepares, edits, and consolidates presentations, reports, dashboards, and correspondence for senior leadership.
• Prepares and reconciles expense reports, assists with budget-related administrative tasks.
• Ensures effective relationships are built and maintained internally and externally while protecting confidential information.
• Other duties as assigned.

Qualifications:

• Experience providing administrative or coordinator support, preferably in fundraising, membership, nonprofit operations, or another mission-driven environment.
• Strong attention to detail and ability to manage confidential information with discretion.
• Proficiency with common office technology (Microsoft 365), including spreadsheets and document formatting; comfort learning new systems (CRM/AMS) and following documented processes.
• Strong organizational and time-management skills, including the ability to prioritize, meet deadlines, and track multiple workstreams.
• Ability to communicate professionally in writing and verbally, work effectively in a remote, cross-functional team environment, and provide responsive internal customer service.

Travel Requirements

Must be able to travel occasionally, approximately 7–10 days per year, for AMIA meetings and/or advancement-related activities.

Team and Company-Wide Responsibilities

• Works to resolve conflict directly, quickly, completely, and be able to give and take criticism constructively.
• Communicates clearly in one-on-one meetings and team meetings.
• Communicates clearly in writing by being clear, concise, well organized, and carefully proofread.
• Communicate deadlines with lead time for the team.
• Offer solutions or other options to improve current systems when identifying issues or presenting problems.
• Deliver a high level of customer service for internal as well as external customers.

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At AMIA we are committed to diversity and creating an inclusive environment for all employees. We are proud to be an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, age, ethnic or national origin, gender, sexual orientation, gender identity/expression, pregnancy, marital status, religion, physical or mental disability, military/veteran status, or any other protected status.

EEO Employer/Vets/Disabled

Qualified candidates will be contacted for interviews. No telephone calls will be accepted.

Additional Information: Actual compensation will be based on skills, experience, qualifications, and other job-related factors.  This position is classified as non-exempt and is eligible for overtime in accordance with applicable laws.

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AMIA Benefits Snapshot

AMIA offers a strong, employer-paid benefits package designed to support long-term wellbeing, financial security, and work-life balance.

Work Schedule

• Full-time employees work a 35-hour work week, supporting flexibility and balance.

Health & Insurance Coverage

• Medical: AMIA pays 100% of employee medical premiums up to a high-quality Gold-level plan through DC Health Link. Employees pay only the difference if selecting a higher-cost option.
• Dental & Vision: Employee-only coverage is fully paid by AMIA. Dependent coverage is available at employee cost.
• Life & Disability Insurance: AMIA fully covers life insurance (1.5x salary, up to $200,000), plus short- and long-term disability insurance.
• Optional Coverage: Voluntary Aflac plans are available and fully employee-paid.

Retirement

• 401(k) with immediate 100% vesting
• 3% employer safe harbor contribution, regardless of employee deferral
• Up to 6% employer match when employees contribute
• Pre-tax and Roth contribution options available

Time Off

• Annual Leave: Accrues monthly (15 days per year for full-time staff)
• Sick Leave: 12 days per year, with rollover up to 24 days
• Personal Day: 1 paid day per year
• Paid Holidays: Includes all major federal holidays, Christmas Eve, and paid winter closure between Christmas and New Year’s Day

Additional Benefits

• Flexible Spending Accounts for healthcare and dependent care
• Professional association membership provided (ASAE)

Benefits Eligibility

• Benefits begin the first day of the month following hire.

About American Medical Informatics Association

AMIA ® (American Medical Informatics Association ®) is a community committed to the vision of a world where informatics transforms people’s care. Over the last 35 years, the use of informatics has grown exponentially to improve health and to make better healthcare decisions. Today, informatics is the key to accelerating the current goals of healthcare reform. Every day millions of people benefit from informaticians' ability to accelerate healthcare’s transformation by collecting, analyzing and applying data directly to care decisions. Data produced throughout health and healthcare is the driving force of informatics and its ability to innovate critical advancements that directly benefit people. AMIA’s members are critical to discovering these insights, which is why AMIA is committed to being the professional home for the informaticians of today and the driver of informatics’ future.

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