The Membership Database Coordinator is responsible for assisting chapters and school administration with annual membership processing and processing membership payments. H/she will coordinate monthly remittance and member updates with the American Dental Association (ADA). Ensures information is entered into database with accuracy following ASDA’s data integrity guidelines. Provides service to members and dental school administrators. Generates membership reports and member email lists.
Supports annual membership processing including opening membership year, creating renewals, running terminations/suspensions, updating addresses, creating new member profiles, updating existing member profiles, chapter invoicing, payment follow up, and year-end reconciliation.
Conducts monthly review of membership dues processing alerting supervisor of issues. Works with Finance department to reconcile monthly membership numbers.
Facilitates monthly membership process with the ADA including, but not limited to, monthly remittances and new member import.
Upholds quality assurance processes to ensure accuracy of member and prospect records.
Tracks and inputs database work orders. Works with Director of Membership to support internal quarterly database meetings, database work orders, and upgrades to database.
Pulls various reports from association management system or BOXI including, but not limited to, chapter reports, membership reports, member email lists, and school administration reports. Provides updates on reports to identified staff.
Maintains integration of data between website and database, and ensures items behind member wall are accessible by members.
Works with Chapter Relations Manager to ensure updated information on file for every chapter. Tracks chapter bylaws, chapter leadership, chapter elections, and chapter advisor on file. Updates database.
Supports annual Membership Drive. Updates survey, pulls together requested materials and works with fulfillment vendor to mail, tracks responses, and updates database.
Monitors and updates Chapter Portal for functionality and access.
Works with Chapter Relations Manager to identify chapters with low membership.
Uses database to request updates for dental school guide for predentals. Tracks responses and ensures data from every program.
Conducts predental chapter member audit throughout the year and annual predental chapter leader update.
Reviews and updates predental information on the website.
Pulls and sends mail list bimonthly to fulfillment vendor for predental dental school guide. Reconciles invoices.
Handles member email, telephone and written inquires in a professional, timely and friendly manner. Provides timely feedback to supervisor regarding any concerns and any technical or support problems.
Coordinates updates to the Membership Procedures and Website Procedures manual to ensure the procedures are updated annually.
Serves as backup to website updates and monitors website to ensure all pages are reviewed by staff annually.
Other duties as assigned by Director of Membership.
Bachelor’s degree in business administration or other appropriate field.
Ideal candidate will have at least three years of work experience in an association working with an association membership database. We are also open to a recent college graduate who has worked with databases or has data entry experience.
Ideal candidate has proficiency and experience with association management software (Association Anywhere preferred) and familiarity with pulling reports, or a recent college graduate who has database experience.
Experience in member relations, customer service and/or customer relations.
Excellent project management, database and analytical skills; ability to identify and solve problems, multi-task and prioritize.
Superior organizational skills and attention to detail.
Accuracy and proficiency with data and reporting.
Strong customer service and interpersonal skills.
Excellent verbal and written communication skills.
Comfortable with balancing short and long-term projects.
Must be able to work with a small staff as part of a team.
Some travel may be required.
Some weekend and evening work may be required.
About American Student Dental Association
The Society of Surgical Oncology is the premier organization for surgeons and health care providers dedicated to advancing and promoting the science and treatment of cancer. The Society’s mission is to improve patient care by advancing the science and practice of surgical oncology worldwide. The Society's focus on all solid-tumor disease sites is reflected in its International Conference on Surgical Cancer Care, monthly scientific journal (Annals of Surgical Oncology), educational initiatives, and committee structure. SSO has an international membership of 3,000 professionals. SSO is located in Rosemont, close to Chicago O'Hare Airport, near River Road.