Association Coordinator III, TEAM

Pennsylvania Medical Society•Mechanicsburg, PA

19d

About The Position

The Association Coordinator provides administrative and membership-management support to multiple Association Executives in the TEAM division, supporting the needs of more than 25 client organizations. The position provides management-level support for the activities of client associations, with responsibilities varying by client. Duties may include staffing committees, managing membership recruitment and retention, coordinating website updates, carrying out approved special projects, preparing reports and communications, and managing assigned budgets. The coordinator supports members and office staff with dues billing and customer service; maintains membership records; coordinates communications; monitors budgets and prepares financial reports; maintains organizational records and archives; and helps prepare for and attend board and other organizational meetings. The role also supports dues processing across all AMC clients, including invoices, payments, reconciliations, financial reporting, and records management. It may include representing clients at affiliated-organization meetings when an Association Executive is unavailable and assisting with other TEAM and PAMED initiatives. The role involves frequent after-hours and weekend meetings and a heavy schedule during the spring and fall meeting seasons, including statewide, national, or international travel. The physical requirements include sedentary work, repetitive hand and wrist motions, close visual work, communication in person and by telephone, occasional exertion of up to 10 pounds, and occasional motor-vehicle operation.

Requirements

At least 3 years of experience, preferably in a medical, professional association, or customer service setting.
Excellent customer service and telephone skills.
Ability to work independently and as part of a team.
Strong problem-solving skills.
High standard of accuracy and attention to detail.
Strong organizational skills.
Database operations and data-entry skills.
Knowledge of industry standards and practices.
Interpersonal skills.
Well-developed verbal and written communication and negotiation skills.
Ability to manage multiple priorities.
Proficiency with Microsoft Office products, including TEAM, Outlook, Word, PowerPoint, and Advanced Excel.
Ability to follow and maintain budgets.
Ability to work in a deadline-oriented, high-pressure environment.
Valid state-issued driver’s license.
Ability to communicate and work cooperatively with diverse internal and external individuals and adjust to constant change.
Ability to accommodate frequent after-hours and weekend meetings, a heavy spring/fall meeting schedule, and statewide, national, or international travel.

Responsibilities

Provide dues billing, customer service, and support to members and their office staff.
Maintain membership databases, including paid, unpaid, and lapsed member records.
Manage client special projects as approved by the Executive Director.
Coordinate with the communications team on correspondence, newsletters, brochures, social media, and website content within assigned areas.
Assist with budgets, monitor income and expenses, prepare reports, identify budget abnormalities, and recommend possible solutions.
Document client processes and policies and maintain records, supplies, files, and permanent archives.
Attend organizational meetings and events, including clinical meetings, trade shows, exhibits, seminars, and social functions, to provide on-site assistance when necessary.
Coordinate membership recruitment and retention activities, including campaigns, brochures, and delinquent-member letters.
Assist Association Executives with Board meeting preparation, including agenda suggestions, reports and materials, attendance, and drafting minutes when appropriate.
Represent client organizations at affiliated-organization meetings when the Association Executive is unavailable.
Maintain and execute the process for mailing paper invoices.
Process membership dues, invoices, and payments, including manual dues payments.
Pull merchant account reports monthly and as needed.
Reconcile membership dues status with national organizations.
Assist Association Executives with dues finances and payment reporting.
Maintain organizational dues files and archive records according to retention and destruction policy.
Process client invoices and check requests as requested.
Prepare financial and accounting reports and reconcile expenses and revenue.
Process client W-9 and 1099 requests.
Collaborate with Association Coordinators and Association Executives to share ideas, solve problems, stay informed about developments in the profession, and support client dues needs.
Identify opportunities to improve membership dues-processing procedures.
Contribute to company culture through advocacy, respect for individuals’ ideas and experiences, encouragement of colleagues, active listening, and thoughtful dialogue.
Assist with other TEAM and PAMED initiatives and perform other assigned duties.