Chapter Administrator, expressions of interest sought

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The New York Upstate Chapter of the American Planning Association is seeking expressions of interest from qualified firms or individuals able to provide the services of Chapter Administrator. The Chapter Administrator provides services as a consultant in accordance with a Scope of Services and is not an employee of the Chapter or the American Planning Association. The term of the agreement for the engagement is typically 12 months. The Chapter is accepting expressions of interest through May 24, 2024. A full request for proposals is expected to be released by May 31, 2024.

Prior scopes of service have included the following tasks:

  • Coordinate of communications among Executive Board, Sections and the general membership as directed, primarily through electronic forms of communication and often occurs weekly.

  • Assist with the Annual Conference and a spring chapter event, including soliciting and managing sponsorships, and promoting both events.

  • Assist the Professional Development Officer to register and promote upcoming Certification Maintenance and other development opportunities.

  • Manage chapter communications, including email updates (via MailChimp or similar), postings to the web site (CMS-based), and monitoring the Chapter email account (via Google Workspace).

  • Solicit sponsorships for the website, annual conference, and any other opportunity by email and possibly phone follow-ups.

  • Act as a liaison to partner organizations on behalf of the Chapter in order to facilitate more effective communication between the Chapter and our allied professional organizations, including AIA, ASLA, and the New York Planning Federation (NYPF).

  • Perform additional tasks not included in the scope and assigned by the Executive Board as agreed upon and documented in a written task order on an hourly or other fee basis.

You may submit an expression of interest to the Chapter President via email at president@nyupstateplanning.org. Please provide the following:

  • Name of the firm or individual expressing interest.

  • A summary of key qualifications and experience working with membership-based organizations.

  • Annotated resumes of key staff assigned to provide Chapter Administrator support.

  • A fee proposal based on approximately 250 hours of work per year in consideration of the scope above.

  • Contact information for additional questions or follow-up.