The Association for association professionals in Chicagoland

Position Type: Full-time, 40 hrs/week, remote, with travel for ASCA business minimum twice per year for the Annual Conference (9 days) and the Donald D. Gehring Academy (6 days) and other shorter events (2-3 days)

Essential Functions: Membership and customer service; Office administration

Membership & Customer Service:

• Receives phone calls and manages Association email inbox and actively works to provide solutions, which may require consultation with and/or forwarding to other Central Office staff
• Responds to requests and queries from membership and Association partners in a timely manner
• Develops and implements membership recruitment and retention plans
• Liaison to the Membership Committee (volunteer lead)
• Promotes benefits of membership to persons contacting ASCA
• Ensure membership information in GrowthZone is updated and accurate
• Manages member retention efforts, in collaboration with volunteer leaders, using data-driven decision making
• Manages A/V, registration, and other operational elements of the Annual Conference, Gehring Academy, and other Association events
• Coordinates with Business Partners to ensure year-round benefits are provided; and with Conference Exhibitors to promote a successful conference vendor experience

Database Management:

• Uses AMS (GrowthZone) to run regular reports and communicate with membership to ensure timely payments of open invoices, renewing member’s memberships, etc.
• Works with Operations Coordinator to ensure creation and preparation of education and other Association events in GrowthZone database
• Works with Operations Coordinator to complete audits of membership to ensure accurate communication of numbers of members, affiliated institutions, etc.
• Collaborates with Marketing Coordinator to ensure Association website remains accurate

Association Financial Oversight:

• Reviews and processes Association deposits daily through multiple financial avenues (checks, ACH payments, credit card payments)
• Works with Association bookkeepers to accurately code deposits for consistent financial reporting to Board of Directors and external auditors
• Processes and codes monthly credit card statements for purchases made by all Central Office staff
• Generates and processes various contracts for Association events, including but not limited to, Conference speakers, Gehring Academy faculty, Student Conduct Series faculty, webinar presenters, and consultants.
• Tracks and requests processing of honorariums for various Association-related engagements (Conference speakers, webinar presenters, Gehring Academy faculty, Student Conduct Series faculty, Consultation work, etc.)
• Reviews and approves reimbursement requests for Association-related travel
• Primary point of contact for accounting firm for annual tax preparation and periodic audits

Compliance and Regulatory Activities:

• Ensure Association is registered and compliant with business regulations in various states where Association events/staff are located
• Monitors tax and regulatory status of Association in various states
• Processes quarterly and annual tax payments as needed
• Coordinates communication and management of benefits between HR company and Association employees, including monitoring billing and PTO systems
• Works with honorarium and revenue share participants on contracting and obtaining W9s
• Processes annual 1099 and other tax documents 

Office Administration:

• Schedules Zoom meetings/webinars for Association educational events and Association leadership
• Collaborates with Operations Coordinator to host Association  Zoom meetings for Task Forces, Committees, Communities of Practice, and Regions
• Develops necessary forms and documents for Association initiatives, such as through Google Suite, PandaDoc, and other systems
• Serves as primary staff to make travel arrangements for Board of Directors, Central Office staff, and other Association liaisons
• Assists with the development, evaluation and revision, and adherence to Association procedures
• Assures the confidentiality of correspondence and reports
• Manages the ASCA Store, including processing and mailing of online store orders

Other Duties: Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. The content of this position description may change at any time with or without advance notice. 

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum three years of experience with office administration or project management.
• Proficiency in word processing and spreadsheet software programs.
• Strong interpersonal and communication skills suited for working in a remote environment.
• Exceptional attention to detail.
• Suitable remote work environment (stable high-speed internet; minimal distractions; etc.).
• Substantive knowledge and commitment to equity and inclusion. Willingness to engage in critical self-reflection, self-critique, and life-long learning.
• The ability to consistently lift boxes and Association-related materials for events that can weigh up to and/or exceed 50 pounds.
• Must be authorized to work in the US without sponsorship, now and in the future.
• Valid driver’s license with a clean driving record to enable renting vehicles to drive for Association business

Preferred Qualifications

• Experience working on a college/university campus in a professional role or working for a membership-based association
• Bachelor’s in business, accounting, or similar field
• Master’s degree in student affairs or related field
• Familiarity with GrowthZone or a similar AMS
• Proficient using full Google Suite applications
• Experience managing business tax and organization registration processes
• Experience with GAAP, either through workplace or academic settings