The Member Services and Projects Coordinator assures the successful coordination of the various phases of the new member process, ensures consistency of data entry into the membership database, documents, updates data entry procedures, payments, and serves as point person for customer service/membership inquiries. Coordinates member renewal process and oversees dues and other payment collection process. Additionally coordinates database related matters; supports the integrity of the data management structure and is the contact point with outsourced IT support for designated AOA programs. Provides staff support to the Membership Committee and related activities, and other committees/taskforces as assigned. Serves as staff lead for all AOA awards activities and works directly with surgeon membership/taskforces to manage awards selection and recipient process. This position requires the exercise of discretion and independent judgment in communications with members, management of member activities, membership database, and representing the AOA to external parties.
Duties and Responsibilities
Essential Functions: the task, duties, and responsibilities of the position identified as most important to get the job done.
Assists in staffing and supporting the Membership Committee.
Coordinate new member nomination process. Correspond with nominators, seconders, and candidates as needed to complete candidate’s nomination file.
Process membership nominations, responding to membership inquiries, corresponding with nominees/nominators.
Maintains membership database procedures manual and updates on a regular basis.
Coordinate three-year meeting policy – correspond with delinquent members.
Maintain member status change requests – Emeritus, Senior and Resignation and prepare information for Membership Committee and Executive Committee approval.
Maintain deceased member list and provide information to historian.
Work with Manager to develop and implement overall customer services processes to efficiently and effectively respond to member and membership inquiries.
Responsible for following up on inquiries sent to general and membership mailboxes.
Coordinate membership dues renewal – sending invoices and processing payment when received.
Coordinate new member onboarding plan
Send out monthly tasks per onboarding plan
Generate first dues w/ initiation fee invoice
Collect and log new member information and photos
Assist in the development of membership reports to help identify market trends, member demographics.
Database Project Management and Other Operational Duties
Assist bookkeeper with month end accounting procedures.
Assist in the design and evolution of the information database for effective, efficient and accurate data management.
Design and manage database structure for effective tracking of membership/constituent demographic and activity information. Examples include:
Participation in AOA Activities
Program Director and Department Chair changes
Serve as project lead for all work involving iMIS and any reporting needs, modifications, or issues for designated AOA programs.
Track status of IT projects related to membership database with outsourced vendor.
Design and evolve the membership database for effective and accurate data management.
Primary contact for resolving minor technical issues with membership database.
Backup contact for resolving minor technical issues with computers and other IT equipment.
Maintain membership database procedures manual and update on a regular basis.
Responsible for updating content and keeping the following areas of the website up-to-date:
Awards Hall of Fame
President’s Hall of Fame
Performs other database related tasks as requested by Supervising Manager or the Executive Director.
Assists Manager in Membership Marketing recruitment strategies.
Serves as lead/coordinator for awards activities, including staff liaison for awards committee/task force work.
Assist AOA staff with projects as needed.
Attend continuing education courses related to job functions.
Knowledge, Skills and Abilities
Three years of progressively increasing administrative experience and membership database experience.
Above average writing and communication skills.
Excellent project management skills and ability to manage multiple projects and meet deadlines.
Association membership experience is preferable but not required.
Data management and report writing with emphasis on iMIS membership database (experience with iMIS is preferable but not required).
Experienced in Microsoft Office tools.
None directly. Oversee membership database work.
Minimal out-of-town Travel 5 days/year.
Required in-town weekend meetings 3-8 days/year.
Strong Customer Service Attitude.
Problem-solving and trouble shooting abilities.
Multiple project management abilities.
Professional demeanor to appropriately represent professional society with new members.
Demonstrated interpersonal abilities to get along with others and work as a team.
Broad solid understanding of mission, goals and objectives of society, as well as strong how understanding of how the independent program activities meet these objectives.
Proactive coordinator taking responsibility for delegated activities.
Willingness to work extra hours during high periods to assure deadlines are met.
Ability to be flexible and work on projects outside written job description.
At the core of The American Orthopaedic Association (AOA) lies the solid and consistent ideals of its mission: "Engaging the orthopaedic community to develop leaders, strategies, and resources to guide the future of musculoskeletal care." Founded in 1887, the AOA is the oldest and most distinguished orthopaedic assocation in the world. Membership in the AOA, currently at about 1500, is achieved ...by those who have made significant contributions to education, research and the practice of orthopaedic surgery. The AOA is the home of academic orthopaedic department chairs, directors and faculty, and additionally supports varied leadership and educational programs. The sixteen-person staff enjoys health and dental benefits, 10% pension contributions annually and a generous PTO policy.