Kansas City, Missouri
Membership Relations Coordinator Job Opening in Kansas City, Missouri - JOB SUMMARY:
This is a non-exempt position that reports directly to department head for this department. This position is administrative and clerical in nature working under the direction of the department head. This position requires knowledge of the methods and procedures that are part of an administrative or program area. Work is carried out under procedures and established methods. Problems and issues that are not easily resolved are referred to a higher authority. The Relations Coordinator position provides assistance to the Membership Department in the form of data entry of various records, including but not limited to the database. This includes using word processing, spreadsheets and database software. Duties will also include answering and making phone calls, filing, research, and processing payments and orders. Assistance to the Administration Department as needed.
ESSENTIAL FUNCTIONS:
Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs.
Responds to requests for information from customers or other departments.
Evaluates documents for completeness and accuracy, and to determine whether additional information is needed to process appropriate paperwork or request.
Modifies existing databases and database management systems; creates, maintains, and enters information into databases including correction of errors or typos and adding new members to the database.
Updates member records and prospect records in database based on information obtained from other departments such as returned mailings or listings from
Uses computers for various applications, such as database management or word processing.
Collects, sorts, opens, distributes, or prepares mail, messages, or courier deliveries.
Sets up and manages, or maintains paper or electronic filing systems, recording information, updating paperwork, maintaining documents, and scanning invoices and checks.
Composes and manages correspondence, types letters, emails, memos, reports, research, and documents.
Runs monthly anniversary and new member reports for Fair & Equitable monthly magazine, the Executive Director, Executive Board and other parties.
Prepares new member packets, and distributes and tracks new members for reporting to director and executives.
Tracks anniversary of members to provide appropriate and timely recognition such as certificates and pins.
Reviews membership applications from the Billing Supervisor for completeness and accuracy in iMIS; makes any corrections, adjustments, or changes in the database.
Assists with major mailings, member campaigns, and other association activities.
Produces and distributes single dues invoices and other individual membership inquiries upon request.
Sends out back issues of publications, brochures, invoices, membership cards and receipts when needed.
Works with customers having problems accessing the website because of membership statu
Responds to all emails received through membership email
Maintains reports, files and documents for the department that are generated from databases, word documents, or spreadsheets.
Responds to all IAAO material and display requests and tracks the return of the displays. Checks all returned displays for damage.
Maintains inventory of office supplies such as paper and toner.
Works with vendors to repair office equipment such as copiers, faxes, scanners.
Special projects for the Membership and the Administration Department as needed.
Prepares Scholarship Applications for grading.
Performs various administrative duties such as creating notification signs, sending internal greeting cards and updating lists including telephone, kitchen duty, etc.
SECONDARY FUNCTIONS: Performs other related duties as required.
Processes membership dues paid by credit card.
Processes batch processing as needed for iMIS in accounting structure to match member with their batch.
SUPERVISORY FUNCTIONS: None.
KNOWLEDGE AND PROFICIENCY:
Knowledge of Microsoft Suite to include Word, Excel, PowerPoint, Publisher and Adobe; proficiency in using software specific to association management.
Knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards for services, and evaluating customer satisfaction.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, scanning documents, designing forms, manipulating data through spreadsheets or databases, and other office procedures.
SKILLS:
Skill in data entry with high quality results and speed.
Skill in proofreading documents for typos, grammar, sentence structure, and formatting.
Skill in planning, organizing, and time management.
Skill in communicating effectively in writing and orally as appropriate for the needs of the audience.
ABILITY:
Ability to work independently and collaboratively.
Ability to establish and maintain a positive rapport with a wide variety of stakeholders including staff, candidates, committees and others to promote the association in a positive light.
Ability to work additional hours and to travel overnight.
Ability to meet deadlines.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write and prepare routine reports and correspondence.
Ability to speak effectively with customers or coworkers.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
COMPETENCIES:
To perform the job successfully, an individual should demonstrate the following competencies:
Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
CERTIFICATIONS, LICENSES, REGISTRATIONS:
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REQUIRED EDUCATION and OR EXPERIENCE:
Associate's degree or equivalent from two-year College or technical school; or two years related experience and/or training; or equivalent combination of education and experience.
PREFERRED EDUCATION and OR EXPERIENCE:
Bachelor?s degree; or four to five years related experience and/or training; or equivalent combination of education and experience, degree in Business, Marketing, Non-Profit Management or related area.
PHYSICAL CONDITIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and or move up to 10 pounds. Specific vision abilities required by this job include close vision, color, and distance vision.
WORKING CONDITIONS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Job Type: Full-time
Required education:
Bachelor's
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