The Association for association professionals in Chicagoland

The Coordinator of State Management Support Services partners with the Director to implement programs and services that support state associations and their members in meeting their operational, management, financial, governance, and leadership/professional development needs. The Coordinator plays a key role in ensuring state-level initiatives and activities contribute to the organization’s overall mission and strategic goals.

Governance and Leadership Development Programs for State Associations (30%)

·       Assists the director in designing, managing, and implementing both online and in-person governance and leadership development programs, ensuring they meet the unique needs of state associations and their members.

·       Facilitates program logistics, including scheduling, communication, and participant coordination, to ensure smooth execution of governance and leadership initiatives.

·       Supports program evaluation by collecting and analyzing participant feedback, compiling data, and preparing detailed reports that highlight program outcomes and areas for improvement.

·       Contributes to the continuous improvement of governance and leadership development initiatives by researching best practices, proposing innovative ideas, and assisting in the development of new program content.

·       Track participant engagement and assist in creating benchmarking dashboards for leadership program effectiveness.

·       Maintains and updates program materials and resources, ensuring that all content is current, relevant, and accessible to state association leaders.

·       Assists in building a resource hub with toolkits, templates, and case studies on governance best practices.

Providing Enhanced Services and Consulting Support for State Associations (25%)

·       Supports tailored consulting and referral services by assisting state associations in enhancing their organizational infrastructure and sourcing resources aligned with their mission, vision, and goals.

·       Assists the Director in navigating internal services and resources while coordinating connections to external solutions as needed.

·       Coordinates scheduling and logistics for à la carte service requests

·       Assists in the orientation and development of state association board members and leaders by helping to create role descriptions, orientation materials, and succession planning tools.

·       Coordinates logistics for independent organizational assessments, supporting state associations in receiving objective analyses and actionable recommendations for growth.

State Organizational Development Committee (SODC) Staffing Support (15%)

·       Works with director in staffing the activities of the State Organizational Development Committee

·       Assists, as assigned, with the implementation of yearly State Organizational Development Committee (SODC) Objectives and Charges.

·       Maintains records of SODC member terms, meeting participation, and deliverables; track completion of committee objectives and KPIs throughout the year.

Administrative/Operational Duties (15%)

·       Collaborates with the Membership Assistant to fulfill various operational and foundational tasks including but not limited to: updating state association rosters and assigning user roles in the membership database system

·       Schedules meetings/orientations, executes the annual departmental communications calendar, and maintains state leaders resource library

·       Assists in the preparation & promotion of the annual member survey

·       Coordinates data reports as requested by AANA members and staff, including the preparation of slides with national and state-specific membership data.

·       Supports the creation and promotion of a quarterly newsletter or email digest tailored to state leaders, highlighting resources and best practices.

·       Serves as main point of contact for CRM tickets, ensuring accurate follow-up on service requests and inquiries.

State Association Financial Assistance Program (10%)

·       Manages the Organizational Health Allocation/Strategic Reserve Fund (OHA/SRF) Program

·       Processes OHA/SRF grant applications and invoices for reimbursement, and assists in the development and preparation of OHA/SRF budget reports

Other duties, as assigned (5%)

·       Participate in internal working groups related to member engagement, volunteer development, component relations, or organizational effectiveness, as assigned.

·       Other duties, as assigned

·       3-5 years of association management experience, preferably focused within component relations role working with volunteer leaders, committee members, etc.

·       Previous experience coordinating in-person and online programs.

·       Ability to build/maintain positive relationships with state associations and volunteer leaders.

·       Advanced proficiency with MS Office and volunteer or association management software & content management systems. 

·       Proficiency in understanding budgeting and financial management. 

·       Demonstrated ability to lead a team, delegate effectively and make sound decisions in a timely manner.  

·       Excellent project management and organizational skills to manage multiple projects and deadlines

·       Strong communication, customer service, and problem-solving skills. 

·       Strong work ethic, analytical skills, and attention to detail. 

·       Ability to work well and communicate with staff at all levels of the association.

·       Bachelor’s degree in a related field of study relevant to this position is required.

·       CAE credential a plus.

Physical Requirements:                                              

Performs mainly sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Reasonable accommodations may be made to successfully perform the job's essential functions.  Must be able to operate routine office equipment. Must be able to routinely perform work on a computer for an average of 6-8 hours per day, when necessary.  Must be able to work extended hours whenever required or requested by management.  Must be capable of regular, reliable, and timely attendance.

Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise.