Contractor Opportunity - Administrative Coordinator

American Public Human Services Association (APHSA) seeks a contractor to provide administrative and project coordination support for the Child Welfare Financing Community Engagement Initiative, a national effort focused on stakeholder engagement, policy development, and child welfare financing reform. The contractor will also provide additional administrative support to APHSA departments as needed.

APHSA represents state and local health and human services agencies nationwide. Together with our members, we work to strengthen access to food, health care, employment, childcare, community support, and other key building blocks of well-being.

Contract Term

• 12–15 months with potential for extension

Level of Effort

• 20–30 hours per week, with flexibility to support major meetings, convenings, and project deadlines.

The Administrative Coordinator (1099 Contractor) will provide operational, meeting, communications, membership, and project support to initiative leadership and APHSA staff on a part-time basis. This role provides administrative, meeting, membership, and project support while coordinating day-to-day operational activities. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a collaborative environment.

Key Responsibilities

Meeting & Event Coordination

• Schedule and coordinate meetings, listening sessions, and stakeholder convenings.
• Manage meeting logistics, registrations, calendars, and participant communications.
• Support virtual and in-person events, including travel coordination as needed.
• Prepare agendas, materials, and meeting summaries.

Project & Administrative Support

• Maintain project workplans, calendars, trackers, and action items.
• Monitor deadlines and support coordination among staff, consultants, and partners.
• Assist with the preparation of reports, presentations, and briefing materials.
• Provide administrative support to department leaders, including scheduling and special projects.

Documentation & Records Management

• Maintain organized electronic files, stakeholder databases, and distribution lists.
• Track project deliverables, consultant submissions, and stakeholder engagement activities.
• Maintain version control and document repositories.

Stakeholder Communications

• Draft and distribute routine communications.
• Coordinate stakeholder interviews, focus groups, and engagement activities.
• Track participation metrics and maintain communication records.

Membership & Data Management

• Support APHSA's Protech Association Management System by:
• Updating member profiles
• Maintaining membership rosters
• Uploading participation and engagement data
• Coordinate state forms, payment inquiries, and related portal submissions.

Financial & Contract Administration

• Track invoices, payments, contracts, and consultant deliverables.
• Support grant administration and reporting requirements.
• Maintain administrative and compliance documentation.

Requirements

Qualifications

• Minimum three years of administrative or project coordination experience.
• Experience supporting senior leadership, complex projects, coalitions, associations, or public-sector initiatives.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office, Zoom, Teams, and database systems.
• Experience with membership databases, CRM, or Association Management Systems preferred.
• Ability to manage confidential information and multiple priorities effectively.

Performance Expectations

The contractor will:

• Participate in regular project meetings.
• Maintain accurate records and meet established deadlines.
• Demonstrate professionalism in all interactions.

Proposal Submission Requirements

Interested firms or independent contractors should submit:

1. Qualifications and organizational overview (or professional profile).
2. Relevant experience supporting similar initiatives.
3. Résumé(s) of proposed personnel.
4. Hourly rate and estimated monthly cost.
5. Three professional references.