The Associates of the American Foreign Service Worldwide (AAFSW), a membership-based and accredited 501(c)(3) non-profit association within the American Foreign Affairs Community, is seeking a part-time Office Manager.  The position reports to the president of the board. The option of flexible telework is available, but the incumbent must be in the office a minimum of three days a week. Applications will be accepted through June 15, 2023. The start date will be as soon as possible.

The Organization

The Associates of the American Foreign Service Worldwide (AAFSW) was established in 1960. AAFSW is a membership-based association within the American Foreign Affairs Community, including Department of State (DOS) Foreign Service (FS) and Civil Service (CS) employees, spouses, partners, members of household, and retirees. AAFSW promotes the goals and serves the needs of our community through advocacy, outreach, awards, scholarships, services, and networking events.

Since 2018, AAFSW has been a recognized DOS Employee Organization. AAFSW is well-known for its annual Art and Book Fair, which raises money for scholarships and programs, as well as the Secretary of State Award for Outstanding Volunteerism Abroad (SOSA). Its advocacy for family members is unparalleled and led to the creation of the Global Community Liaison Office (GCLO, formerly GCLO) and the Overseas Briefing Center (OBC), now a division of the  Transition Center (TC) at FSI.

Compensation and Benefits

  • The Office Manager will receive a salary of $20.00 per hour. The standard hours will be 20 per week, however, up to 25 hours a week may be needed (off-site or at the office) for assistance with events. The performance will be reviewed annually, and any pay raises for subsequent years in the contract period will be discussed with the Board during the review period.  Paychecks are issued on a monthly basis.  
  • Sick leave accrues at the rate of two hours per month.  Up to 12 hours of unused sick leave accrued during the previous 12-month period will carry over annually. 
  • The incumbent will receive a parking pass for the parking garage in the office building in Arlington, as well as access to the parking garage at the Harry S. Truman Building at the Department of State in Washington, DC when required.

The Position and Its Primary Responsibilities

The primary duty of the incumbent is to support AAFSW by managing a well-run and organized office.  This includes drafting and sending correspondence of general interest; organizing electronic information dissemination to board and association members; processing membership applications; tracking data and membership statistics on a quarterly basis; and maintaining database and association files. The incumbent will work closely with board members, committee chairs, editorial staff, the bookroom manager, and volunteers.

Specific duties include, but are not limited to:

  • Draft and send correspondence of general interest to board and association members;
  • Organization and dissemination of mail received by the association as well as outgoing mail (hard-copy and electronic);
  • Respond to information requests regarding AAFSW;
  • Management of internal calendar and reservations for AAFSW (to include multiple off-site venues);
  • Maintain various databases, including, but not limited to, membership, Global Link, and financial. Create a quarterly overview of membership statistics. Organize and maintain all association files, including presidential files, newsletters, minutes from all official meetings, audits, and year-end reports from committee members and board members;
  • Organize and maintain the office, and ensure the upkeep of equipment.  Maintain and manage office supply inventory;
  • Handle financial matters for the office, including bill and voucher payments in coordination with the president and treasurer;  
  • Volunteer coordination and event assistance for board members, including attendance (as needed) at events and general assistance for board members;
  • Distribution of the Global Link via email, and coordination of hard copy mailing;
  • Develop and maintain positive relationships with DOS and external stakeholders;
  • Coordinate and participate in board meetings and ensure any matters of general interest are reported; and
  • Develop and maintain a working list of association documents that need to be digitized and create and maintain a digital archive.

For more information about AAFSW, please go to AAFSW.

Required Skills, Education, and Characteristics

  • Minimum of five years of office management/administrative experience; or, Associate degree and one year of office management/administrative experience; or, a Bachelor’s Degree and six months of office management/administrative experience.
  • Analytical and comfortable managing data.
  • High-level organizational skills and attention to detail.
  • Excellent written and verbal communication skills. 
  • Ability to proactively multi-task multiple competing priorities and demands.
  • Good understanding of MS Office Product Suite, Adobe, and virtual platforms, including Zoom.
  • The ability to obtain and maintain a State Department badge (with AAFSW sponsorship).

Work Environment

  • Prolonged periods sitting at a desk working on a computer. May need to assist with events and light furniture movement. The primary work location will be the AAFSW Office; Suite 214, 9th Street North; Arlington, VA. 
  • The position includes the option of flexible telework, but the incumbent must be in the office a minimum of three days a week. Daily hours worked are 10 a.m. – 2 p.m., with the exception of pre-designated event assistance. The office will be closed on federal holidays.

Please send a detailed cover letter (that explains your interest and qualifications for this position), your resume, two references, and a brief writing sample to:  office@aafsw.org. The deadline is 12.00 AM EDT on June 11, 2023.