The Association for association professionals in Chicagoland

Position Overview

The Association Services Coordinator is a full-time staff position supporting the day-to-day operations of the American Association of Avian Pathologists (AAAP). This role requires a highly organized, tech-savvy individual who is comfortable working with data, spreadsheets, and association management systems. The coordinator will play a central role in the annual meeting program, sponsor and exhibitor relations, abstract collection and management, and bookstore operations.

This position offers an opportunity to contribute meaningfully to a professional scientific association serving over 1,000 members in more than 50 countries. The successful candidate will be a self-starter who can manage multiple projects simultaneously and communicate clearly with members, vendors, and leadership.

Key Responsibilities

Annual Meeting Program & Scientific Content

• Coordinate the annual meeting scientific program in collaboration with program committees
• Manage abstract submission, review, and scheduling using online platform (OA-Events or equivalent)
• Communicate with abstract submitters, session chairs, and speakers
• Build and maintain the meeting program schedule and session assignments
• Assist with coordination of symposia, workshops, and special sessions
• Prepare program content for print and digital publication
• Support on-site program logistics at the annual meeting

Sponsorship & Exhibitor Coordination

• Manage sponsor and exhibitor communications from prospecting through post-event acknowledgment
• Maintain sponsor database and track commitments, payments, and deliverables
• Process sponsor invoices and coordinate with financial staff on collections
• Coordinate exhibitor logistics including booth assignments, setup instructions, and on-site support
• Ensure sponsor acknowledgments appear accurately in program, signage, and digital platforms
• Assist with preparation of annual sponsorship solicitation materials

Bookstore Operations

• Manage AAAP bookstore inventory including educational materials, textbooks, and slide sets
• Process orders accurately and in a timely manner using QuickBooks
• Handle shipping and fulfillment of customer orders
• Track and report quarterly payments (e.g., University of Kentucky poultry course royalties)
• Maintain accurate inventory records and reorder supplies as needed
• Promote bookstore products through website, newsletters, and member communications
• Respond to member inquiries about bookstore products and orders

Data Management & Reporting

• Maintain and update program, sponsor, and exhibitor records in association databases
• Generate reports and tracking spreadsheets using Excel and association management tools
• Support registration data management in coordination with meeting platform
• Assist with data reconciliation and quality control across multiple systems

General Association Support

• Respond to member and stakeholder inquiries via HQ email and phone
• Support preparation of meeting signage, program documents, and communications
• Contribute to newsletter content related to assigned program areas
• Assist with other association functions as needed

Qualifications

Required

• Demonstrated proficiency in Microsoft Excel, including data management, formulas, and reporting
• Experience with databases or association management systems (AMS)
• Strong organizational skills with the ability to manage multiple concurrent projects
• Excellent written and verbal communication skills
• Ability to work effectively in a professional office environment alongside a small team
• Experience with QuickBooks or comparable accounting/order management software
• Comfort with online platforms and learning new software tools

Preferred

• Prior experience in association management, event coordination, or nonprofit administration
• Familiarity with abstract or content management systems
• Experience with fulfillment, shipping, or inventory management
• Knowledge of or interest in avian science, veterinary medicine, or agricultural organizations

Work Environment

This is a full-time, in-office position located on San Jose Blvd in the Mandarin area of Jacksonville, FL. The coordinator will work alongside the Executive Director and other staff in a small, professional office environment managing a high volume of work across multiple organizations. The annual meeting period (typically late July) requires heightened attention and may involve travel and on-site presence at the meeting venue.

• Bachelors Degree
• Demonstrated proficiency in Microsoft Excel, including data management, formulas, and reporting
• Experience with databases or association management systems (AMS)
• Strong organizational skills with the ability to manage multiple concurrent projects
• Excellent written and verbal communication skills
• Ability to work effectively in a professional office environment alongside a small team
• Experience with QuickBooks or comparable accounting/order management software
• Comfort with online platforms and learning new software tools

About American Association of Avian Pathologists

BK Association Management, LLC (BKAM) has been providing the business office operations and association management for organizations ranging in size from 300-900 members since its inception in 2008. With more than a decade of successful management, our associations value our contributions and management leadership. We consistently manage and accomplish varied tasks, projects and execute on board-directed plans to deliver positive results for our member organizations. Association leaders have characterized the hiring of BK Association Management as “striking gold.” We understand professional scientific organizations and are proactive in finding solutions, tackling large and small projects, and collaborating with boards, committees, and members daily. Our member leaders can focus on their mission because we work the day-to-day operations, aligning our work with the established short- and long-term objectives. What makes BK Association Management unique is its dedication to service and results through personal attention and professional training. We know the members we serve, and we focus on delivering positive results for them. We are not a cookie cutter business providing services y...ou do not need or adding unnecessary expenses to manage your society. Instead, we focus on your needs and create plans to help you excel in your mission. We consider ourselves more than a partner with our associations, taking responsibility for positive results and caring about the people and organizations we support. We take a keen interest in cutting edge technology, investing in software, training, and hardware to be as productive and efficient as possible for our organizations.

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