Chapter Operations Coordinator

Americas Sap Users Group • Chicago, IL

291d • Hybrid

About The Position

We're seeking a detail-oriented and proactive Chapter Operations Coordinator to support our regional ASUG Chapters across North America. In this hybrid role, you will be the primary point of contact for Chapters, ensuring the success of in-person events and aligning them with ASUG's content strategy. This position requires strong project management skills, the ability to build relationships with volunteers and sponsors, and a passion for delivering exceptional member experiences.

Requirements

• 2-4 years in event planning, project management, and customer relationship management.
• Experience with sponsorship, logistics, and program development is a plus.
• Proficiency in Microsoft Office Suite; familiarity with event management software like Cvent or Monday.com is desirable.
• A 'Customer First' mindset and commitment to delivering exceptional service, fostering positive relationships, and responding to feedback.
• Ability to travel to Chapter events (up to 10 times per year), including weekends and evenings as needed.

Responsibilities

• Lead the coordination and execution of 30-40 in-person Chapter events annually, ensuring alignment with ASUG's content and strategic goals.
• Manage all event logistics from start to finish, including developing timelines, tracking event budgets, and ensuring adherence to financial guidelines.
• Oversee sponsorship acquisition and management, ensuring all contractual obligations are met and sponsors receive maximum visibility and value.
• Collaborate with Chapter volunteers and the ASUG Marketing team to create promotional materials and digital campaigns to drive event awareness and registrations.
• Handle event-day operations (whether in person or remote), including on-site coordination, managing event staff, and troubleshooting any issues that arise.
• Collect post-event feedback to measure success, identify areas for improvement, and report on key metrics such as attendance, engagement, and budget performance.
• Build and maintain strong, long-term relationships with local Chapter volunteers, ensuring high levels of engagement and support for Chapter events.
• Provide operational support to Chapter volunteer leaders, including guidance on event planning, program development, and volunteer recruitment and retention.
• Serve as the primary point of contact for external stakeholders, including sponsors, speakers, and SAP team members, ensuring smooth communication and collaboration.
• Foster a positive relationship between Chapter volunteers and ASUG leadership, advocating for their needs and ensuring alignment with organizational goals.
• Collaborate with ASUG Chapter Volunteers to identify and suggest relevant content for local Chapter events, ensuring that agendas are tailored to the needs and interests of the local membership.
• Review content submission to ensure they are informative and engaging, and supportive of the broader ASUG content strategy.
• Develop creative solutions to drive event attendance, including interactive formats, themed sessions, and unique networking opportunities.
• Provide input and feedback on ASUG's broader content strategy based on Chapter-level insights and member feedback.
• Track key performance indicators (KPIs) for each event, including registration trends, sponsor engagement, attendee satisfaction, and financial metrics.
• Use data to continuously improve event execution, from marketing and registration processes to the event experience itself.
• Generate post-event reports for internal stakeholders, summarizing success metrics, feedback, and opportunities for growth.
• Collaborate with the Chapter Operations team to develop and implement best practices for Chapter event management, ensuring consistency across regions while allowing for customization to local needs.
• Work closely with other ASUG departments, such as Marketing and Member Services (Customers and Partners), to ensure a seamless experience for Chapter members and sponsors.
• Continuously assess and improve internal processes for event planning, ensuring efficiency and scalability.

Benefits

• 401(k) match with immediate vesting
• Generous PTO and paid holidays
• Paid parental leave
• Holiday pauses for rest and recharge
• Excellent healthcare and wellness benefits
• Hybrid work schedule (2 days in office/ 3 days remote)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations