Association COORDINATOR

Department: Resource

Reports to: Association Manager

Job Summary: The Nardone Consulting Group, Inc., Association Coordinator facilitates the efficient operation of the assigned trade or professional association clients by performing a variety of clerical and administrative tasks.

Supervisory Responsibilities:

·      May direct the work of resource team members in lower job classifications.

·      May assist in training newly hired team members.

Duties/Responsibilities:

General:

·      Monitor phone lines

·      Maintain filing systems

·      Maintain an online calendar of events

·      Retrieve information as requested from records, e-mail, and other related documents; prepare written summaries of data when needed

·      Review website content daily and update as needed (content, calendars, webinars, etc.)

·      Maintain association supplies and coordinates the necessary registration desk equipment for events

·      Participate in AMS roundtables, training, and monthly meetings with the Resource Team

·      Content curation, as needed, for general websites and other communication media

·      Maintain a system for recording expenses and the use of petty cash

·      Perform other related duties as assigned

Membership:

·      Respond to and answer membership inquiries and questions (Contact us for submissions, password/account login help, changes to account, registration and payment support, etc.)

·      Database Maintenance: merge duplicate accounts, back-up database to csv files

·      Monthly membership reports: pull numbers from AMS and report trends to appropriate leader

·      Membership/distribution report for association publications

·      Journal access updates and troubleshooting

·      Quarterly website analytics reports (training and templates provided)

·      Volunteer reporting: provide monthly membership reports to appropriate leaders

·      Manage membership renewal and develop, recommend, and implement membership engagement and retention strategies

Committee Support:

·      Prepare agendas and schedules for committee meetings

·      Record and distribute minutes or other recordings for meetings

·      Cultivate, coordinate, and conduct committee orientation and training

·      Coordinate the awards program/cycle with appropriate committees to manage schedule, marketing of nominations, announcement of winners, and recognition

·      Coordinate logistics for online webinars

Events:

·      Manage online and onsite registration

·      Draft event marketing emails

·      Program event registration at the direction of the Conference Manager and Association Manager

·      Maintain proposal, attendee, and sponsor pace and historical reports

·      Process requests for visa documentation (international attendee requests)

·      Create attendance and presenter certificates and process requests

·      Coordinate post-conference surveys (create, distribute, provide results)

·      Create badges (attendees, sponsors, pre-conference) and reports for onsite

·      Pack and ship all conference related materials

·      Proofread conference program and prospectus

·      Serve as point person for Conference App

·      Upload session information from proposal system

·      Upload sponsor and exhibitor information

·      Manage changes/cancelations

·      Schedule push notifications/daily alerts

·      Provide instructions/communications to users

Marketing:

·      Newsletter(s): Solicit articles appropriately, compile, post/distribute.

·      Draft general association marketing calendar for Association Manager and/or

·      Communications Committee approval and team implementation

·      Draft conference marketing calendar/schedule for Conference Chair approval and implementation

·      Draft general marketing email and social media blasts based on an association marketing calendar

Accounting:

·      Email open invoices per schedule

·      Data entry of check payments, research as necessary

·      Data update to QBO as needed for AMS-related tasks (refund receipts, invoice updates)

·      Invoice/receipt approval

Required Skills/Abilities:

·      Excellent verbal and written communication skills

·      Excellent interpersonal and customer service skills

·      Proficient in Microsoft Office Suite or related software

·      Excellent organizational skills and attention to detail

·      Basic understanding of clerical procedures and systems, such as recordkeeping and filing

·      Ability to work independently

Education and Experience:

·      Associate degree required; Bachelor’s degree in related field preferred

·      Three to five years of experience in an administrative role

Physical Requirements:

·      Prolonged periods sitting at a desk and working on a computer

·      Prolonged periods of standing while onsite for events

·      Must be able to lift 15-20 pounds at times