AssociationJobs.org

About IBLCE:

The International Board of Lactation Consultant Examiners (IBLCE) is an international credentialing body whose mission is to serve the global public interest by advancing professional practice in lactation consultation and support through credentialing. IBLCE established its certification programme in 1985 and is a global organization with nearly 38,000 IBCLCs in 136 countries.

IBLCE is looking for an Executive & Customer Service Coordinator to join our team. This individual will coordinate and assist with internal administrative duties and operations of IBLCE’s headquarters, provide essential support across a broad spectrum of various general administrative, customer service functions, meeting planning, and operational functions within the organization. This role will report to both the Senior Director, Executive Office & Compliance Services, as well as the Senior Director, Global Certification.

The ideal candidate is a highly motivated, collaborative professional who thrives in a dynamic environment, is eager to develop within the field, and has a keen interest in learning. Other attributes include:

• Attention to detail: meticulous in handling administrative tasks and ensuring accuracy in all work.
• Memory: excellent memory and management of fast flow of information.
• Motivation: high-motivation, keen interest in learning, and goal-oriented.
• Affinity for working in a team-based
• Has excellent customer service skills, demonstrated empathy and sensitivity.
• Adaptability: Able to thrive in a constantly changing environment and manage ambiguity.
• Solution-oriented, with a constructive and positive approach, and enjoyment working in a fast-paced environment.

This individual will demonstrate initiative, critical thinking, analytical skills and have a proven track-record of implementing procedures to promote efficiency and standard operating protocols (SOPs) cross-functionally. The candidate will also have proven track-record of handling sensitive and confidential information with discretion, accepts ownership and accountability for job responsibilities, and seeks to enhance knowledge through educational and professional development opportunities.

Duties and Responsibilities:

• Scheduling and Calendar Management: Coordinate scheduling for senior staff, and volunteers.
• Executive Support: Assist the CEO and SDEO with all administrative activities, as well as Board relations. Includes collateral preparation, document management, and scheduling support.
• Meeting, Conference, and Travel Planning: Arrange meetings, conferences, and travel logistics for team members and executives, ensuring smooth execution, including managing pre-meeting activities, and follow up on meeting action items; managing organizational memberships, conference registrations, etc. Facilitating one to two small meetings per year (including airfare with travel agent, a/v, F & B, plaques, and web conferencing management)
• Committee Liaison: Assist Committee Staff Liaisons preparing meeting summaries, scheduling meetings and staffing committees as needed; assist work with affiliated scholarship body organizing scholarship applications on an annual basis; assist in facilitating the work of an annual awards program including organization of applications for volunteer review.
• Project Support: Assist with various projects across departments, helping to track and coordinate tasks, track progress, and support project timelines.
• General Support: Handle ad-hoc tasks and projects as assigned, demonstrating flexibility and a willingness to contribute where needed set by the CEO.
• General Communication:
  • Communicate with candidates about examination scheduling and other related
  • Communicate certification and recertification requirements accurately and in a timely manner in response to phone and email inquiries.
  • Answer phone/email inquiries and secure messages from candidates providing appropriate response about all certification and application requirements or forwarding to team members as necessary.
• Application Processing:
  • Review and approve applications selected for audit for initial certification and
  • Conduct candidate application audits in accordance with policies and
  • Review applications from clinical mentorship program leading to certification eligibility
  • Maintain and update all appropriate resources in accordance with established processes and
  • Update applicant, candidate and certificant names in database as requested after receiving proper government issued ID documentation.
  • Assist with accuracy of contact information within the database for email and mailing
  • Perform duties related to online application system as
  • Assist in the administration of a global certification examination at test centres and via live remote proctoring (as determined for future use).
• Cross-Functional Tasks
  • Conduct quality control checks for communications and other projects as determined to ensure accuracy.
  • As requested, prepare reports and
• Additional Job Functions/Requirements:
  • Conduct quality control checks as required for communications and other projects as determined to ensure accuracy.
  • Participate in customer service on-call schedule and be available throughout global examination administration windows (twice per year).
  • Perform other duties as
  • Occasionally, an adjusted work schedule, overtime, evening/weekend hours, and travel may be

Qualifications:

• Associate or bachelor's degree required.
• Demonstrated high-level professionalism.
• Excellent computer skills, high proficiency in MS Office, specifically in Outlook and Excel, including data entry. Solid email management and internet search
• Experience with nonprofits and committee support, charitable organizations, awards programs and/or credentialing pluses.
• General Customer Management System (CMS) or Association Management System (AMS) database experience preferred.
• Well-developed ability to coordinate multiple tasks and projects cross-functionally effectively and professionally; ability to prioritize tasks effectively and adapt to change; handle challenges with professionalism in a fast-paced environment.
• Commitment to and ability to maintain a high level of confidentiality and handle sensitive matters and documents with utmost discretion.
• Self-starter who seeks out opportunities to add value to the organization and to team
• Demonstrated problem-solving abilities: experience in identifying challenges and issues, as well as devising suggestions for resolutions.
• Strong communication and computer skills with proficiency in Microsoft Office programs; solid email management and internet research
• EXCELLENT attention to detail, and organizational skills.
• Excellent written and oral communication skills.
• Adept at on the job training.
• Excellent relationship-building skills, displays professionalism, and works effectively with all levels of staff, volunteer leadership, customers, and the public—a proven track record of delivering quality customer service tactfully with individuals from broad geographical and cultural backgrounds.
• Excellent judgment about how to communicate and work with volunteer leadership, stakeholders, and staff.
• Nonprofit experience preferred (Certification or Membership). Minimum of two (2) years’ work experience in a similar position providing service and support to customers.
• Keen interest in developing professionally in the field of operations/administration or association/customer service.
• Bilingual (ability to read, write, and speak fluently) in French, Portuguese or Spanish highly desirable.

Location:

The position is in Fairfax, VA, and is a hybrid position with 2-3 days of work in-office, after an initial period of full in-person attendance. Candidates should indicate their experience with remote work. Candidates will need to reside within the DMV area to be eligible for the position.

Application process:

To apply please submit your resume to empolyment@iblce.org with your desired salary, and a short cover letter about why you’d like the position as well as the added value you’ll be bringing to it.

Compensation:

Compensation will be $45K-$50K, depending on experience. IBLCE offers a generous benefits package including PTO, health insurance, full coverage of STD, LTD and Life insurance, 401(k) matching, flexible schedule, FSA plans for both dependent care and healthcare, professional development opportunities, free parking, and more.

IBLCE is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.