Career Center

Small 50-60 close knit staff, 9000 member specialty association. Average staff tenure is 10 years. Great benefits & working environment.

Office open with most staff currently working 3 days per week in the office and 2 days per week working remotely.

AAOMS JOB DESCRIPTION

POSITION: Membership Staff Associate

STATUS: Exempt

REPORTS TO: Membership Engagement and Retention Manager

OVERVIEW:

The Membership Staff Associate reports to the Manager, Member Engagement and Retention and is responsible for various aspects of membership including the management of the resident member and allied staff application and renewal processing, working with the related (Resident Affairs and Practice Management) staff in the recruitment and retention of resident and allied staff members, department file maintenance, and profile updates. This position also supports the department in the preparation and distribution of dues statements, the member verification process, post-election and drop mailings and updates to various membership directories. The Membership Staff Associate manages the mailing list rental and data request processes and responds to general member inquiries as necessary. This position also serves as the division’s switchboard backup.

The Staff Associate also performs other projects as assigned by the Manager and/or AED, Governance & Membership.

KEY ACCOUNTABILITIES:

• Resident and Allied Staff membership management
• Mailing list rental and data inquiry management
• Membership directory and profile verification administration
• Departmental file maintenance and archiving

DETAILED DESCRIPTION OF KEY ACCOUNTABILITIES:

Resident member management

• Process memberships for OMS residents entering OMS programs through NBME match data.
• First contact for general inquiries.
• Management of Personify records, including subscription preferences
• Collaborate with Manager on marketing/communications development

Allied staff membership management

• Responsible for all allied staff application processing, including file maintenance
• Distribution of all election confirmation notifications to allied staff and sponsoring members
• Manage preparation of materials for allied staff recruitment activities, including annual survey
• Work with Practice Management Department to promote recruitment and retention of ASMs, including some travel to Dental Implant Conference and Practice Management events.
• Work with Marketing and Communications Departments on meeting signage and promotional articles for publication in print and electronic mediums.

Processing Mailing Label and Membership Data Requests

• Supervises mailing label request process (for internal and external use)
• Verifies that CE-related requests meet AAOMS criteria by working with the Continuing Education department
• Collaborates with Advanced Education department to compile historical and member demographic data semi-annually for internal/external requests.
• Prepares AAOMS Today and JOMS mailing lists for Communications department.
• Forwards unique requests that fall outside of standard policy to Senior Management for review.

Membership dues, profile and directory verifications

• Receives all Association returned mail and updates member and nonmember records with new contact information; researches member-related information online or through state society contacts when not provided by USPS
• Runs reports from membership database to ensure consistent formatting and AAOMS styles observed from web updates
• Coordinate scheduling of temporary and staff assistance in distribution of the annual dues and directory verification mailings.
• Responsible for management of member payment plans, including database administration, follow-up and collaboration with the Finance department.

Departmental file maintenance

• Responsible for file maintenance of all membership records
• Archiving of membership records (past and present) to document management system

General responsibilities

• Work with Meetings department to manage logistics for allied staff activities during off-site meetings and Exhibits department and membership staff to manage booth presence during Annual Meeting.
• Travel required for support of Membership Services booth, and allied staff member recruitment.
• Supports Manager as needed in review and communication of OMS membership requirements throughout the year.

Performs other similar or related duties as requested or assigned by the Manager, Member Engagement and Retention and/or AED, Governance and Membership.

QUALIFICATIONS:

• Strong technology background preferred, including experience with Microsoft Office Suite applications
• Experience with association management systems
• Excellent organizational and customer service skills
• Extensive data-entry experience
• 1-3 years relevant experience in membership or customer service field
• Prior Association and marketing experience