Sr. Administrative and Grassroots Coordinator

DEPARTMENT Advocacy

SUPERVISOR Administrative Director, Advocacy Division

BASIC FUNCTION

To provide administrative support to the Vice President of Advocacy and to Associate Directors and co-workers with projects and programs.

MAJOR RESPONSIBILITIES/TASKS

• Responsible for Grassroots Outreach Programs
  
  a. Lead organizer of both First Tuesdays at the Capitol (FTC) program during the legislative session and First Tuesdays in the District program (FTD).

1. Coordinate with conference management staff and member services to plan for all event logistics including setup and planning, working, and coordinating with TMA’s county medical societies for FTC program.
2. Will work with TEXPAC Director and Vice President of Public Affairs to identify key legislators for physicians to meet with for FTD program. This will include setting up meetings for local physicians to meet with their legislators and ensuring the public affairs team has a presence at all meetings.
   
   

• Prepare and file monthly Texas Ethics Commission report for Advocacy Directors.
• Prepare and file quarterly federal lobby report on behalf of applicable TMA staff.
• Assist as needed with monthly expense reports of Directors.
• Responsible for event planning and execution for major division events including events with Capitol staff, TMA/public affairs staff, and other TMA conferences/meetings.
• Assist as needed with the Border Health Caucus and the Council on Legislation.
• Provide day-to-day administrative and clerical support to Advocacy leadership and staff, including other duties as assigned.
• Compile legislative and issue packets and distribute/deliver materials to members, legislators, and key contacts (including at the Capitol).
• Responsible for creating and maintaining list of physician relationships with elected officials, establishing a key contact program.
• Assist with guiding physicians on maintaining their relationships with elected officials.
• Distribute specified legislation and information to lobbyists.
• Participate in assigned hearings and meetings and summarize and track via note-taking.
• Handle special projects like preparing documents for presentations, drafting diagrams and preparing of handouts.
• Maintain and update state and federal contact lists.
• Will be required to work extra hours, evenings and weekends, as necessary, especially during a legislative year.
• Must maintain a high level of professionalism, excellence, and confidentiality.

SUPERVISORY RESPONSIBILITY

No supervisory responsibility.

INDEPENDENCE/SUPERVISION RECEIVED

Duties are performed under general supervision according to generally prescribed guidelines. Employee is responsible for judgment that is exercised regarding selection and interpretation of methods and procedures to be used personally.

GENERAL QUALIFICATION REQUIREMENTS

Knowledge and Experience:

• Bachelor’s degree (or equivalent experience)
• Experience supporting senior leaders and coordinating projects, events, or stakeholder outreach
• Familiarity with the Texas legislative process and/or experience working with the Texas Legislature (preferred)

Skills and Abilities:

• Communicates clearly and professionally in writing and in person
• Plans, prioritizes, and executes work with minimal supervision; adapts quickly to changing priorities
• Maintains strong attention to detail while managing multiple deadlines
• Proficient in Microsoft Office (especially PowerPoint); Canva experience preferred
• Ability to coordinate complex calendars and travel for multiple staff members
• Ability to build positive working relationships with internal teams, association members, and elected officials’ staff