Technical Registration Experts, Inc. (TREX) is a full-service association management company (AMC) located in Chicago, IL, providing professional management services to various member organizations. TREX’s preferred model is to work with small to medium-sized associations. This niche allows us to provide the high level of personalized attention and outstanding customer service that we value. Our full-time clients are professional medical societies, such as the American Academy of Cosmetic Surgery and its related Foundation Cosmetic Surgery Foundation, the International Society for Hair Restoration Surgery and the Skin of Color Society and its corresponding Foundation. We are seeking a Membership Manager to accommodate the growing number of clients and their individual membership growth.
Overview The Membership/Registration Manager will be responsible for management and administration of all aspects of member retention, recruitment, and registration, including responsibilities linked to the strategic plan for our clients. We are looking for a highly motivated, innovative, strategic leader who is passionate about customer relations and member management with strong communication and database management skills. This position is responsible for leading a strong retention and recruitment program, with the goal of growing the membership for our various association clients. We expect the candidate to work and communicate effectively with senior and supporting staff daily.
The Membership Manager will work closely with the Membership Committee, Integrated Communications Manager, and Administrator - year-round. This role undertakes the supervision of a small team including the Membership Coordinator and Registrar. The ideal candidate will have experience learning and applying new methods, technologies, work independently, and proficiently train and supervise supporting staff. Paramount to this position is the ability to work with a high degree of independence, prioritize various projects at once, while maintaining a clear view of how each project supports the organization’s mission and goals.
Lead innovative results-based efforts for membership retention and recruitment in collaboration with the Administrator, Membership Committee, Membership Coordinator, and Integrated Communications Manager
Manage membership database administration software and produce data reports for stakeholders/leaders
Effectively communicate goals and expectations to senior and support staff to ensure cohesion and productivity
Primary staff member to retain and increase membership for association clients
Draft newsletter articles of relevance to membership audience
Strategically prepare and draft correspondence and updates to membership
Document processes and procedures, update or new
Produce project management timelines encompassing all roles and related tasks
Assist senior staff in the meeting planning efforts of conferences, workshops, and educational webinars and forums
Assist senior staff in the planning, development and distribution of surveys and the analysis of responses
Perform other duties needed or assigned by senior staff
Primary Roles & Responsibilities: Membership The Membership/Registration Manager will manage all aspects of member relations. With the supervision of the Administrator and together with the Integrated Communications Manager, the Membership Manager will work to:
Maintain regular member outreach
Develop and implement strategies for retention of existing members and recruitment and cultivation of new members, including the creation of new member benefits and regular solicitation of member feedback
Provide data and feedback to measure effectiveness of membership-related initiatives and benefits
Curate virtual resources for members
Manage evaluation programs with a focus on member service excellence, including but not limited to, annual member survey and ongoing program and service evaluations
Coordinate print and digital production of membership packets, including membership certificates
Update membership information, brochures, and other items for networking events, conferences, and meetings
With support of the Membership Coordinator, responsible for maintaining and updating all information in the member database
Ensure clients’ membership coordinator staff members are fully trained on database software
Coordinate all training and informational sessions between and among staff as needed
Produce and format membership reports on a quarterly basis and submit annual membership reports as requested
Dues and Registration The Membership/Registration Manager will coordinate with the Administrator, Membership Committee, Bookkeeper, and Integrated Communications Manager on annual dues efforts, which may include:
Support the Administrator in coordinating the logistics for sending out membership invoices
Prepare membership invoices for annual dues and elected products and services
Track membership dues received and outstanding
Provide weekly updates and reports to Administrator regarding membership dues
Directory Membership Directories are a vital resource and benefit for medical societies. This position is responsible for maintaining, updating, and capturing all pertinent data to curate an annual membership directory.
Contact membership via email, and phone to update organizational information, if necessary
Coordinate the format and layout of the assigned client’s directory with supporting team
Produce print and digital drafts of membership directory
Coordinate print production of directory
Marketing & Communications In concert with the Integrated Communications Manager and Membership Committee Chair this role will organize communications, messaging, and website content and functionality to enhance membership.
Draft communication to welcome new members
Assist in planning and participate in committee and task force meetings, conferences, and conference calls
Assist in development of marketing communication collateral to promote awareness and increase participation of members and associate members in workshops, conferences, and annual meetings
Complete other projects and tasks as assigned
Education With support of the registration staff the Membership Manager will support the Program Manager for a successful execution of the client’s annual meeting and other educational initiatives through the following:
With support of the registration staff, plan, coordinate, and lead pre-registration and onsite registration process
With support of the registration staff, train supporting and temporary staff to conduct onsite registration
Oversee the membership materials are updated and available for use onsite
Ensure inclusion of annual meeting promotional materials in new membership packets, and constant communication efforts with membership regarding registration
The ideal candidate will have:
At least 3 years professional experience within a nonprofit association required, preferably in membership
At least 2-3 years of leadership experience
Demonstrated ability to provide quality customer service and to lead and balance work with a variety of internal and external stakeholders.
Program planning, implementation and evaluation experience preferred.
Demonstrated experience managing, collaborating, facilitating, and presenting with and to committees and small groups.
Highly organized and detail-oriented, flexible, and collaborative with an ability to prioritize and manage multiple tasks simultaneously.
Excellent written and oral communication skills, and positive, can-do attitude.
High proficiency in Microsoft Office suite, including Excel and PowerPoint, Adobe Suites, CRMs, and other computer programs
Discipline to successfully work without close supervision.
Strategic and creative thinker with the ability to take larger strategy and insights and translate them into ideas and executable plans.
Ability to collaborate and empower internal and external teams.
Ability to produce professional documents with minimal to no spelling, punctuation, and grammatical errors.
Ability to anticipate, develop, write, and implement operational policies and procedures
Ability to work outside standard hours as needed, including evenings and weekends
Personal qualities of professionalism, integrity, credibility, and a commitment to AACS’s mission.
Telecommuting is allowed.
Technical Registration Experts (or TREX) was born in 1993, when the tech company Phoenix Solutions, Inc. was acquired. Co-founder and current President and CEO Kimberly Miller had learned the ins and outs of the meeting and association world at Phoenix Solutions, where she gained valuable experience selling software and conducting nation-wide training sessions for meeting planners and association executives.
Kimberly spent years learning the secrets of the trade with tech pioneers Robert Walters and Coleman. Prior to his retirement, Coleman introduced Kimberly to a number of influential association executives whose societies had served as beta test sites for the software products that Phoenix Solutions produced. Those relationships became the backbone for TREX.
Our core values:
We believe that diversity is an integral facet of the global landscape as well as a critical component to the success of all professions, including association management companies. Diversity in all its dimensions—from ethnicity, nationality, and race to gender and sexual orientation, socioeconomic background, and cognitive and physical abilities—enriches the work we do both internally and with our cl...ients.
Kimberly was joined by Jeffrey Miller in 1996, and together, Kimberly and Jeff were able to combine and expand their industry knowledge and technology expertise. TREX quickly became the premier registration company for organizations like the American Bar Association, the Illinois Home Care Council, the American Institute of Architects, and Hadassah.
In 2000, Kimberly and Jeff co-created and then launched a web-based membership and registration software called Registration123. TREX uses Registration123 to streamline administrative tasks like online registration, e-commerce, reporting, and conference and association management.
In 2002, TREX was thrilled to partner with Medical Society Management, Inc. (MSM) to collaboratively provide full management solutions to non-profit medical societies. Given its expertise in technology and registration database management, TREX was a natural fit to complement MSM’s executive management services. TREX became the official headquarters for client support and still works seamlessly with MSM to service our clients.