The American College of Nurse-Midwives (ACNM) is seeking an energetic, results focused individual with a special interest in nonprofit associations and women’s health for the position of MPEGO & Membership Administrative Coordinator.
The ideal candidate is a self-starter who exhibits strong skills in customer service and project administration. The ideal candidate exhibits high level coordination and communication skills, is a creative thinker with exceptional attention to detail who can work both independently and effectively as part of team. The successful candidate will have a strong understanding of working with volunteers and membership in a professional manner.
The MPEGO & Membership Administrative Coordinator is a multifaceted and interdepartmental role providing frontline customer service for ACNM members and providing key operational support across departments to achieve organizational objectives and facilitate the work of ACNM staff, volunteers and consultants.
For MPEGO, the candidate works closely with staff and international consultants to facilitate travel arrangements, process travel requests, reconcile trip expenses and reimbursements. The candidate coordinates on-line and in person meetings, creates agendas and takes and distributes minutes.
For Membership & Communications, the candidate is expected to develop expert-level skills with our Association Management System (AMS) to be able to support member joins, renewals, and reinstatements, respond to direct phone calls from members regarding membership, perform routine processes required to maintain AMS, assure data integrity and provide reports to the Director of Membership and Communications that describe membership trends. The position manages the ACNM continuing education process in collaboration with a volunteer committee and is responsible for the successful operation and marketing of ACNM’s product and publication sales program through our online store.
This position may require working under pressure with often tight deadlines, sometimes after US business hours.
The ideal candidate will have a positive customer service focus and possess strong analytical and business writing skills and competence in project and database management.
Specific Responsibilities for the MPEGO Department Include:
Arranges travel and related activities for directors, staff, consultants
Prepares and reviews travel requests, travel advances and reconciliation of travel expenses
Manages the ACNM continuing education (CE) process by working with volunteer committee to create and maintain documents used for compliance, develop compliance checklist, and monitor the reviewing process
Organizes meetings, conference calls and appointments producing meeting notes and reports as required.
Prepares quarterly Board of Directors and other reports as directed
Attends to all queries by phone, email and letter within one business day
Develops, updates and maintains administrative and other non-project related files
Supports targeted activities of ACNM’s volunteer structure and other member services
Assists with the preparation of external presentations and meetings by formatting materials and slides, organizing information and facilitating report preparation and distribution.
Specific responsibilities for Overall Membership Support include:
Processes membership payments in the AMS, following agreed-upon procedures set up with the finance department. Seeks opportunities to improve these procedures and makes recommendations to Director and finance.
Assists with the monthly member renewal mailing.
Assists with member communications and phone calls regarding ACNM Membership.
Coordinates MidwifeJobs.com Career platform with Boxwood, handling the relationship with our supporting vendor to maximize ACNM’s return on investment.
Participates in developing and implementing campaigns for membership marketing, retention and store sales.
Responsible for coordinating ACNM’s data licensing & mailing list rental programs including: fielding inquiries regarding mailing list rental or data licensing, compiling mailing list order materials, filling mailing list rental orders, generating invoice requests to Finance and Administration for mailing list orders, tracking mailing list rental payments via budget statements, fulfilling data licensing list requests on schedule, and assisting with the development of marketing strategies to enhance ACNM’s data licensing & mailing list rental revenue.
Data Management: Participates in departmental efforts designed to proactively maintain and improve data accuracy and integrity by updating member and non-member records with information obtained through a variety of sources.
Follows existing Membership Department Standard Operating Procedures (SOPs) for membership functions and makes recommendations for improvements.
Participates in departmental efforts to improve the AMS, and files problem reports as needed, with the AMS vendor.
Assists in the development and mailing of other membership support materials (welcome packets, student packets for schools, information requests, etc.).
Participates, as needed, in monthly committee calls with the Director.
Specific Responsibilities for the ACNM Store Include:
Primary point of contact for the ACNM Store.
Participates in planning and ordering store products for the onsite Annual Meeting store. Work with Director to determine products to order, the quantity of items to ship to the meeting, and package products for shipment to the meeting. Organize author books signings.
Tracks relationships with store vendors, commissions owed to us or that we owe, and prepares payment requests for approval by Director.
Attends the Annual Meeting and staffs the onsite ACNM Store.
Maintains an accurate accounting of our store inventory and keeps the inventory organized so it is easy to access ordered items.
Makes recommendations for new store offerings based on feedback from members.
Fulfills online orders, inquiries and returns.
Provides quarterly reports to the Director regarding store sales and expenditures. Collaborate with Finance Department to make sure store sales are accurately accounted for in the financial system
Other duties as assigned
Education and Experience:
Bachelor’s degree with master’s degree preferred with 4 or more years of relevant experience in administration support and project management.
Preference given to those with nonprofit association experience.
Strong project management skills and organizationally astute.
Excellent writing and communications and interpersonal skills, top notch customer service and phone etiquette, with ability to interact with individuals at all levels.
Excellent analytical skills, ability to detect patterns to resolve problems, and write progress reports with supporting data.
Detail oriented and able to manage multiple priorities.
High proficiency with MS Office (Excel, Word, Outlook).
Proficiency with email marketing platforms such as MailChimp.
Knowledge of Association Management System such as Impexium, including query building or ability to quickly learn new software skills.
Excellent data entry skills
Ability to effectively work with Finance department on procedures for entering and correcting membership payment data, including the handling of refunds and credits and with Grant’s Manger to process expense reports.
· Excellent organizational skills with ability to organize workload and multiple priorities.
Ability to manage multiple assignments, take charge and move projects forward, and take appropriate individual initiative to problem-solve
Ability to work well under pressure with a positive attitude, manage competing priorities and deadlines, manage processes, and enjoy a fast-paced environment
Ability to communicate effectively and interact with members with tact, diplomacy, and poise
Strong writing skills for authoring effective business communications
· Ability to receive instruction from supervisor and prioritize responsibilities and time as required.
· Ability to work under direct supervision and follow standard procedures to accomplish assigned tasks
Organizational Norms/Core Values
· Respect – Works collaboratively to develop positive relationships and treats staff, volunteers, and stakeholders in a manner that promotes fairness, inclusivity, teamwork, and the accomplishment of ACNM’s strategic goals.
· Customer Service Focus – Proactive, professional, and responsive to meeting the service expectations of all customers; both internal and external to ACNM.
· Teamwork – Leverages knowledge across the organization and diversity to enhance the work of ACNM and works collaboratively to develop positive relationships with staff, volunteers, members, and other stakeholders to achieve the shared ACNM goals.
· Transparency – Engages in openness, communication and accountability of ACNM business processes and decisions.
· Accountability –Displays honesty and truthfulness, confronts problems quickly, and displays strong commitment to the success of the ACNM including a willingness to accept full responsibility in meeting ACNM’s core values and work performance expectations.
The incumbent is able to sit for prolonged periods; communicate with individuals by telephone, e-mail and face-to-face; work at a computer for prolonged periods; travel on occasion.
Internal Number: Coordinator - 001
About American College of Nurse-Midwives
The American College of Nurse-Midwives (ACNM) is the professional association that represents certified nurse-midwives (CNMs) and certified midwives (CMs) in the United States. ACNM sets the standard for excellence in midwifery education and practice in the United States and strengthens the capacity of midwives in developing countries. Our members are primary care providers for women throughout the lifespan, with a special emphasis on pregnancy, childbirth, and gynecological and reproductive health.
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