Member Operations Coord

American Academy Of Ped-Az - Itasca, IL

Full-time - Entry Level

Hybrid - Itasca, IL

About the position

The Member Operations Coordinator plays a crucial role in supporting the American Academy of Pediatrics (AAP) by managing the section/council member entity and section/council affiliate application processes. This position is responsible for maintaining accurate membership records, welcoming new national members, and preparing monthly membership reports. The coordinator will assist with ongoing Customer Relationship Management (CRM) activities, including enhancements, testing, and data management support, while ensuring premier member service in all communications. The role requires a proactive approach to administrative support for the Member Operations and Data Services team, ensuring that all tasks are completed efficiently and effectively. In this position, the coordinator will produce and distribute data and trend reports that aid in strategic recruitment and retention decision-making. They will determine the eligibility of section/council affiliate membership applicants according to AAP bylaws and maintain complete and accurate records in the database for section/council members and affiliates. Close collaboration with section/council Membership Chairs is essential to ensure timely and accurate approval of membership applications. The coordinator will also manage the online membership application process and create various reports for new members, including updates for AAP News and AAP.org. Additional responsibilities include supporting the operational aspects of the AAP Enterprise membership program, assisting with the Dues Sponsoring Program, and processing In-Training Member Change of Status forms. The role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously within established deadlines. The Member Operations Coordinator will work in a hybrid environment, spending 40% of their time in the office, and may be required to work overtime, evenings, or weekends as needed.

Responsibilities

• Produce and distribute section/council data and trend reports to aid in strategic recruitment and retention decision making.
• Determine eligibility of section/council affiliate membership applicants as per AAP bylaws and correspond with applicants to obtain necessary documentation.
• Maintain complete and accurate records in the database for section/council members and affiliates.
• Work closely with section/council Membership Chairs to ensure timely and accurate approval of membership applications.
• Maintain a detailed report for tracking section/council memberships through the approval process.
• Support management of the online membership application process.
• Create and distribute various new member reports, including PAS and new Fellows for AAP News and AAP.org.
• Assist staff with the external association member data exchange process to update NetForum, including processing unmatched records.
• Support the operational aspects of the AAP Enterprise membership program, including generating Value Pricing Models (VPM) and executing interim member additions and removals.
• Provide support for the Dues Sponsoring Program including roster edits, invoicing process, and assist with roster-related inquiries.
• Assist with processing the In-Training Member Change of Status forms.
• Perform other duties as assigned.

Requirements

• Bachelor's degree in business, communications, or related discipline required, or an equivalent combination of relevant education and work experience.
• At least two years' related general administrative experience required, including some work with membership/customer relations activities, and maintaining database information.
• Experience with member data and eligibility highly desirable.
• Experience with membership marketing, project management, process improvement, and working in a medical association preferred.
• Excellent analytical, interpersonal, organizational, project coordination, customer service, and verbal/written communication skills required.
• Strong technical acumen with proficiency in MS Office, databases, and the ability to learn and apply new technologies.

Nice-to-haves

• Experience with document collaboration platforms (e.g., SharePoint).
• Experience with virtual meeting platforms (e.g., Webex, Teams).
• Experience with CMS (e.g., netForum).

Benefits

• Competitive salary
• Comprehensive benefits package
• Hybrid work environment
• Employee-focused culture
• Recognition as one of the 101 Best and Brightest Companies to Work for in the Chicagoland area