SAME is looking for a Chapter Operations & Awards Coordinator to join its team. SAME represents the public sector architecture/engineering/construction industry – our 25,000 members literally build and support America’s infrastructure and national security. We provide our members opportunities to:
Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies).
Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events.
Engage with peers and content in a specific area of practice or designation via our Communities of Interest.
Achieve professional and business goals.
We are a small organization (about 25 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members. At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another. Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial. If you’re a team player who strives to do your best each day, please read on for a great opportunity with our great organization.
The Chapter Operations and Awards Coordinator is responsible for providing administrative, operational, and customer service to the Society’s Chapters (we call them Posts) to ensure their operational health and success and enable them to carry out the Society’s strategic plan. The incumbent will serve as the key resource for all day-to-day activities of SAME Posts including maintaining accurate data on Post membership, succession planning and yearly change-of-officers, Post-level recognition, maintaining the Post Resource Center, and providing support for Post website activities.
The incumbent will also manage the Post Streamer awards process and National Awards program.
Post Operations & Support
Serve as primary contact for Post Leaders and respond to Post Leader and all member inquiries in a timely and professional manner.
Respond to all phone inquiries and oversee Posts@same.org inbox and respond in a timely and professional manner.
Facilitate the flow of information from the National Office to and among 100+ Posts, keep Post Leaders informed on a regular basis.
Coordinate information and ensure accuracy of web site pages related to Post Operations.
Track collection and execution of affiliate agreements.
Track updates to and collection of updates to Post bylaws.
Ensure Post-level activities appear on the national calendar of events by adding items to calendar as requested by Posts, adding items as they come to the National Office’s attention regardless of any requests to add activities, and ensure all information Posted is complete and accurate (includes title, description, and links to register or for further information).
Ensure Posts are diligent in updating their own websites and serve as main point of contact for Posts needing assistance in website updates that are hosted on the SAME server by both training Posts on how to update sites themselves and executing updates as requested that do not require web-design expertise.
Monitor changes of officers at the Post level, maintain accurate records on Post Leaders in the AMS. Provide updates on outdated officers to Posts and RVPs.
Monitor Post-level Point of Contact Positions (such as Camps POC, Post Small Business Liaisons, etc) such as whether positions are filled at each post, recruiting for positions, and keeping information updated.
Serve as support to Regional Vice Presidents on the RVP medal request process, review and fulfillment of RVP expense reports, and other administrative-related requests.
Update and maintain policy & procedure guides including Post Operations and Regional Vice Presidents Manuals.
Work with the Director and Senior Manager to develop, implement and monitor recruiting, engagement, and retention strategies for Posts. Serve as support to Senior Manager with the Membership Community of Interest.
Support Post performance monitoring and performance improvement processes and initiatives.
Administer the Post Annual Report survey process including creating and deploying reporting form/tool, tracking submissions, contacting delinquent Posts, reviewing submissions for accuracy and completion, and working with director and senior manager to analyze results.
Manage the monthly National Leadership Team calendar and identify opportunities for engagement at the Post level. Maintain records of visits to Post for tracking purposes.
In conjunction with the Director of Meetings, Membership & Business Development and the Senior Manager, Membership, develop and execute multi-level training for Post Leaders, including the Post Resource Center, webinars, and Post Leaders Workshops.
Work with events team on the execution of the Post Leaders Workshop. Serve as primary point of contact for Post participation.
Coordinates insurance coverage for chapters and monitors accordingly
Represent SAME Post Operations and Membership team and support SAME National events as assigned.
Serve as a resource to National Office colleagues on all matters concerning Posts.
Awards and Streamers
Manage the yearly streamer award process for Posts from start to finish, including facilitating review process and working with volunteers to execute process, ordering streamers and pins for presentations, and working with team on the design and execution of the Post Awards ceremony.
Manage Society’s annual awards program to include Society and Service awards and medals:
Work with appropriate staff on creating and deploying award nomination form and promoting nominations
Collect award submissions and review for accuracy
Serve as staff liaison to the Awards & Recognition Committee
Manage and execute nomination review process including coordination of nomination submissions and working with reviewers.
Serve as liaison to awardees including notification of award; processes and procedures to participate in awards ceremony; and managing all activities related to stipends.
Work with logistics specialist to order awards.
Work with events team on the design and execution of awards ceremony at national events.
The Coordinator will work with the director and senior manager in the:
Development and management of the annual Post Operations budget.
Work with the Senior Accountant to develop and maintain an effective system of tracking post finances and ensuring they are following the financial requirements as delineated in the Post Operations manual.
Perform other duties as assigned.
Minimum 3 years of experience in chapter relations and/or customer service in an association or non-profit setting.
Expertise using association management systems and relational databases; experience using Salesforce a plus.
Bachelor’s degree from an accredited university. May substitute 4 years of professional experience in chapter relations for educational degree requirement.
Knowledge, Skills & Abilities:
Superior organizational skills and attention to detail.
Ability to work in a team environment, be a self-starter, and demonstrate initiative.
Possess excellent interpersonal skills that inspire trust, motivation, and confidence with others.
Possess a positive attitude with ability and willingness to provide excellent customer service to internal and external stakeholders.
Ability to work on multiple projects and tasks simultaneously, and know how to prioritize, adjust as needed, and meet deadlines
Ability to problem-solve and think creatively and broadly to enable and implement a project or event.
Desire to learn and be adaptable
Commitment to professional growth and organizational excellence.
Excellent written and verbal communication skills.
Proficient knowledge in Microsoft Office Suite (Teams, Word, Outlook, Excel and PowerPoint)
Ability to pick-up and carry 30 pounds.
Ability to travel several times throughout the year.
About Society of American Military Engineers
Founded in 1920, SAME builds leaders and facilitates collaboration among government and industry to develop solutions to national security infrastructure challenges. With a National Office in Alexandria, VA, and over 100 Chapters around the world, the Society unites the uniformed services, public, private, and academic sectors from across the architecture, engineering, construction, and related disciplines. Providing extensive opportunities for training, education and professional development through a robust offering of conferences, workshops, networking events, publications, webinars, and other member-driven programs, SAME bridges the gaps between critical stakeholders to help secure our nation. Visit www.same.org for more information.