Administrative & Membership Coordinator

The Administrative and Membership Coordinator ensures our members have an exceptional and seamless experience when joining, renewing, and seeking support.  Specifically, the Administrative and Membership Coordinator is responsible for all administrative components of membership including application processing, activation/cancellation, dues billing, data management and reporting, phone and email support, as well as providing general member assistance. This position is accountable for implementing processes to ensure continuity, ongoing accuracy of membership records and dues payments; and, maintaining the overall integrity and reliability of data in AAOE’s data management system. Sensitivity to confidential matters is required.

Our company is currently working fully remote, and the entire interview process will be held virtually. Candidates must have the ability to work from home initially, and then in our Indianapolis-based office when we return.

Duties and Responsibilities:

• Administrative:
  • Answers and directs phone calls.
  • Assists with managing AAOE’s general email inbox for all incoming inquiries.
  • Data entry to clean and update data.
  • Maintains accuracy of all member information within databases.
  • Tracks receipt of required documents and maintain organized files.
  • Assists in the preparation of regularly scheduled reports.
  • Provides assistance in managing calendars and scheduling meetings.
  • Provides administrative support to our Executive team.
• Membership Recruitment:
  • Responds to membership inquiries and performs active follow up to ensure conversion of the prospect into a member.
  • Identifies prospect opportunities through relevant industry events and ensures marketing materials are present.
  • Develops strategy to contact prospects who attend programs and/or purchase products and services. Includes direct mail and telephone outreach.
  • Actively searches websites for prospects and inputs information into database.
• Membership Retention:
  • Manages the new member engagement experience.
  • Ensures accurate and up to date member information in the database.
  • Implements campaigns directed at renewing lapsed and expired members.
  • Responds to telephone and electronic inquiries concerning membership and services.
  • Develops and leads the new member and/or prospective member orientations.
• Volunteer Coordination:
  • Maintains agendas for Board of Directors and council meetings.
  • Processes volunteer applications and leadership forms.
  • Coordinates volunteer onboarding.
  • Coordinates the elections process.
  • Manages volunteer terms.

Applications submitted without a cover letter will not be considered. Please include your minimum salary expectations in your cover letter.