The Membership Administrative Assistant is responsible for assisting the membership and professional community team with all administrative functions and supporting the team in day-to-day member needs. They should have experience in performing administrative functions, preferably in an association or non-profit organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:
Creation, maintenance, and tracking of members within association management system. This includes rosters for Local Sections, Student Local Sections, Volunteer Groups and Color Councils, and AIHA Membership.
Compile and Maintain Annual Documents including: annual reports and action plans, business plans and funding requests, nominations and the awards process, Volunteer Group and Local Section Calendar of Events, Volunteer Group electronic brochures, International Ambassadors, conflicts of interest from volunteer members, AIHF scholarship materials, and Memorandums of Understand (MOU) between AIHA National and Local Sections.
Assist with preparation for events: Leadership Workshop, Future Leaders Institute, AIHce, AIHF FunRun, Local Section meetings at National. This will involve sending out and maintaining invitation lists, printing and preparing handouts, ordering awards and supplies, packing, and handling onsite registration for specific department events.
Assist with compiling materials and mailing welcome packets for member and volunteer onboarding.
Create surveys and compile responses.
Assist with the development of presentations and preparing agendas, notices, minutes, and correspondence.
Assist with keeping various webpages updated.
Track and enter AIHF donations.
Process Local Section dues disbursement reports.
Coordinate travel logistics and expense reimbursements.
Handle requests for materials/banners/supplies as requested by Local Sections and Student Local Sections.
Provide general administrative support to the department.
Bachelor’s degree preferred but experience will be considered in lieu of education
Previous experience working in an association or non-profit organization
At least 2 years administrative experience
Hands on experience working with an Association Management System or other type of database strongly preferred
Detail and customer service oriented
Able to handle confidential information and use discretion when necessary
Extensive knowledge of Microsoft products (Outlook, Word, Excel, Powerpoint)
Must be able to work with employees at all levels and exhibit excellent organizational and communication skills.
Demonstrates flexibility and adaptability in his/her work style to better respond to multiple requests/tasks, shifting priorities and informational needs as the business continues to grow
Must be a team-oriented person who can share information, goals, opportunities, and successes with the appropriate parties.
Must be a self-starter who is able to work independently, understands the need for detail in the midst of work being done within a much larger picture;
Thinks outside the box, looks for creative ways to take action
Some travel required (conference attendance).
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
CERTIFICATES, LICENSES, REGISTRATIONS
While performing the duties of this job, the employee is frequently required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Travel is required to and from events and the annual association conference. Ability to work additional hours as required.
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.
About American Industrial Hygiene Association (AIHA)
Founded in 1939, AIHA is a nonprofit organization devoted to achieving and maintaining the highest professional standards for its members. More than half of the nearly 8,500 members are certified industrial hygienists (CIHs), and many hold other professional designations. AIHA
administers comprehensive education programs that keep occupational and environmental health and safety (OEHS) professionals current in the field of industrial hygiene.?
AIHA is one of the largest international associations serving OEHS professionals practicing industrial hygiene and is a resource for those in large corporations, small businesses and who work independently as consultants.?