Specialist, Operations Administration

The American Institute of Architects; Washington (District of Columbia); Remote; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Specialist of Operations Administration to support its national awards programs. This role is crucial for ensuring smooth operations, providing exceptional customer service, and maintaining high standards for applicant experiences. You will manage inquiries, coordinate with teams, and handle data entry while working in a collaborative environment. The organization values equity, diversity, and inclusion, making it a great place for those passionate about making a positive impact in architecture. Join a team that champions a sustainable future and advocates for the profession!

Benefits

Medical and Dental Insurance

401(k) Plan

Paid Time Off

Tuition Reimbursement

Employee Assistance Program

Fitness Club Discounts

Identity Theft Protection

Flexible Spending Accounts

Life Insurance Coverage

Disability Plans

Qualifications

• Experience in administrative support, ideally in nonprofit or customer service.
• Proficient in Microsoft Office tools and virtual meeting management.

Responsibilities

• Provide customer service for awards programs and manage inquiries.
• Support administrative tasks for awards and maintain accurate records.

Skills

Customer Service Orientation

Administrative Support

Organization Skills

Microsoft Office Suite

Data Entry

Education

Bachelor's Degree (preferred)

Tools

OpenWater

Zoom

Microsoft Teams

Job description

The American Institute of Architects (AIA)

AIA will provide you with the opportunity to advocate for the value of architecture and give architects and design professionals the resources they need to do their best work. The collective voice of architects is essential and our work drives positive change through the power of design.

Each one of us at AIA is a leader committed to demonstrating our mission and values and designing a better future for our country and planet. Even in times of change, AIA's values remain constant:

• We stand for equity and human rights
• We stand for architecture that strengthens our communities
• We stand for a sustainable future
• We stand for protecting communities from the impacts of climate change
• We stand for economic opportunity
• We stand for investing in the future
• We speak up, and policymakers listen

The American Institute of Architects, as part of the global community, is building a culture of equity, diversity, and inclusion within the profession of architecture to create a better built environment for all. Achieving this vision has a direct impact on the relevance of the profession of architecture and the world's prosperity, health, and future.

Job SummaryReporting to the Senior Manager of Awards, the -Specialist of Operations Administration plays a vital role in ensuring the smooth and effective operation of AIA's national awards programs. This position provides critical administrative and logistical support to the Honors & Awards team, enabling the department to manage a growing number of submissions, maintain a high-quality applicant and juror experience, and uphold the prestige of AIA's recognition programs.

Working under the direction of the Senior Manager, the Specialist of Operations Administration will handle day-to-day operations across multiple awards programs, support digital platform administration, and provide exceptional customer service to applicants, jurors, and internal stakeholders.

Job Duties

Award Operations

• Provide timely customer service for all inquiries regarding awards programs, including by phone, triage of the honors and awards inbox, and receipt of requests routed to other AIA staff. Reroute unique inquiries as needed and always provide timely, professional responses.
• Provide administrative support across award programs as needed.
• Provide administrative support to the Senior Manager regarding the management of awards, juries, and other member-led initiatives.
• Draft program correspondences, including webpage copy, applicant notices/reminder emails, juror notices/scoring emails, recipient notices/certificates, etc., as needed.
• Obtain, track, and maintain accurate records of application data, review data, recipient data, and program outcomes data.
• Take accurate, actionable notes or minutes at internal meetings, jury deliberation meetings, and member committee and/or task force meetings.
• Respond to applicant inquiries and troubleshoot submission platform issues.
• Maintain and update application guides, FAQs, and basic program documentation on AIA.org and in OpenWater.
• Track and respond to technical issues or questions related to the digital submission platform (OpenWater).
• Other duties as assigned.

Marketing & communications

• Coordinate with Brand & Operations functions for marketing and communications efforts related to Awards.
• Update Awards web pages and assets including project profiles, calls for entry, FAQs, online submission materials, and announcements.
• Supporting the Senior Manager of Awards to update the digital submission platforms (OpenWater) for awards, as well as providing support for other programs.
• Correspond with award recipients to provide direction and coordination for the awards announcement and recognition, including digital asset production, award citations, events, logistics, set-up, equipment, and exhibit materials.

Other Responsibilities

• Monitor and respond to inquiries from event-related email inboxes, including speaker, education, and general event accounts.
• Perform accurate and timely data entry into the CES Dashboard and eShow platform to support speaker and session management.
• Submit invoices and contracts for processing, ensuring documentation is complete and meets internal requirements.
• Assist in the preparation and updating of key conference documents such as staff packets, temporary staff packets, and other logistical materials.
• Support the events team with administrative and operational tasks leading up to and during the conference planning cycle.
• Ensure timely communication and coordination with internal teams, vendors, and external partners related to speaker and session logistics.
• General administrative duties as needed for cross departmental support
• Other duties as assigned

Frequent contacts

AIA Staff
AIA Membership
Jurors
Award applicants and recipients
Architecture firms/firm marketing departments
Knowledge Community Leadership Groups

Qualifications

• Administrative support experience, ideally in nonprofit, membership association, or customer service environments. Experience in architecture is not required. Familiarity with awards, fellowships, credentialing programs, or grants administration is a plus.
• Proficient customer service orientation with the ability to interact professionally with individuals at all levels, including colleagues, external partners, executives, and board members.
• Demonstrated ability to follow instructions, seek clarification when needed, and work effectively as part of a collaborative team in a fast-paced setting.
• Organized, with experience maintaining accurate records, managing digital and physical file systems, and using scheduling and meeting tools (e.g., Zoom, Microsoft Teams).
• Skilled at balancing multiple priorities simultaneously while maintaining accuracy and attention to detail.
• Proficient in Microsoft Office tools, including Word, Excel, PowerPoint, Outlook, Teams, and Calendar. Comfortable managing virtual meetings using Zoom or similar platforms.

Supervisory Requirements:

None

What we offer

We offer a comprehensive benefits package that reflects our company values and workplace culture, including:

• Medical and dental
• 401(k)
• Flexibility
• Paid time off
• Flexible spending accounts
• Income protection- (Life Insurance Coverage up to 2x salary) & disability plans at no cost.
• Tuition and membership reimbursements
• AIA employees have access to a variety of other programs, including:
  1. Employee Assistance Program (EAP) for employees and their family members

1. Computer purchase program
2. Fitness club discounts
3. Prepaid legal services program
4. Identity theft protection

Travel Requirements N/A

Work Location 100% Remote from the AIA Approved States: AR, CT, DE, GA, ID, IL, IA, KS, KY,
ME, MI, MN, MT, NC, NH, NM, NY, OK, PA, SC, SD, TN, UT, VT, WI, WY

States outside of DC, MD & VA that are not listed above are not eligible.

All employees are required to attend the quarterly in-person all-staff meetings.

Equal Opportunity Employer, including veterans and individuals with disabilities.