Association Coordinator III, TEAM

POSITION SUMMARY:  

The Association Coordinator is responsible for providing administrative and membership management support to multiple Association Executives, within the Division, in order to meet new and ongoing needs of the 25+ client organizations administered by the TEAM division. The position serves as a management-level support to various Association Executives to manage the activities of client associations. Responsibilities will vary from client to client, but may include staffing committees, directing membership recruitment/retention activities, coordinating website maintenance/updates, overseeing special projects approved by the Sr. Director, TEAM, drafting reports, correspondence or newsletter articles relating to assigned responsibilities, and managing budgets as assigned.

ESSENTIAL DUTIES:  

For your assigned clients:

1. Interact with members and their office staff to provide dues billing, customer services and support.
2. Maintain membership database regarding paid, unpaid, and lapsed members.
3. Manage special projects for client organizations as approved by the Executive Director.
4. Coordinates with communications team for correspondence, newsletter articles, brochures, social media communication, websites, etc., within areas of responsibility.  
5. Assist executive with budgets, monitor income/expenses, prepare reports for Association Executive and/or Board, apprise Association Executive on budget abnormalities and recommend possible solutions.
6. Document client processes and policies within areas of responsibility, maintain records, supplies, files, and permanent archives.
7. Attend meetings of the organization (i.e., clinical meetings which may be several days in length, trade shows and exhibits, seminars, social functions) to assist on-site, when necessary.
8. Coordinate recruitment/retention activities, including development of membership recruitment campaigns, brochures, letters to delinquent members, etc.
9. Assist the Association Executive in preparing for Board meetings (suggest items for inclusion on the agenda, prepare reports/materials for agenda packets, attend meetings and draft minutes when appropriate).
10. When Association Executive is unavailable, represent client organizations at meetings of affiliated organizations, including national or local chapters, coalitions, state agencies, etc.

For ALL clients in the AMC:

1. Maintain and execute mailing process of paper invoices.
2.  Process all membership dues, invoices, and payments.
3.  Pull merchant account reports on monthly and ad hoc basis.
4.  Reconcile membership dues status from national organizations.
5.  Process manual dues payments.
6.  Assist Association Executive in dues finances and dues payment reporting.
7.  Maintain organizational dues files, archive essential records according to retention and destruction policy annually.
8.  Process invoices and check requests for clients as requested.
9.  Financial and accounting reporting.

11. Expense and revenue reconciliation.

12. Processing W-9 and 1099 requests for clients.

13. Interact with Association Coordinator and Association Executive to share ideas, identify solutions to problems, keep up with developments in the profession, and offer support and assistance to ensure that client member dues needs are being met.

14. Identify strategic opportunities to improve membership dues processing procedures.

15. Actively assesses and improves contributions to company culture by practicing advocacy meaningfully, encouraging and respecting individuals’ ideas and experiences, elevating colleagues’ confidence to bring their whole and best selves to work, and navigate all communication based in active listening and thoughtful dialogue.

ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.                                                 

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sedentary work. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Hearing and speech to communicate in person, before groups, and over the telephone. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Operation of a motor vehicle, occasionally                                      

This PDQ accurately reflects the duties, qualifications, and other requirements of this position.

REVISION DATE: 02/05/2024

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment. 

QUALIFICATIONS: Required Skills/ Education/Knowledge:

• 3 years of experience, preferably in a medical, professional association, or customer service setting
• Excellent customer service and telephone skills
• Ability to work well independently and within a team
• Strong problem-solving skills
• High standard of accuracy and attention to detail
• Strong organizational skills
• Possess 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 handle multiple priorities
• Skilled in 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

SPECIAL REQUIREMENTS:

This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.