Reporting to the Membership & Outreach Manager, the Membership Coordinator supports cross-departmental initiatives that advance greater member engagement and awareness of the Association. This position will play a key role in building and maintaining positive relationships with current members, help gather information on changing member needs and trends, convey the value of VPPPA to our current and expired members, and support efforts to increase retention rates.

This position is also responsible for supporting conference registrations and acts as the staff liaison for regional events and for outreach conferences where VPPPA is an exhibitor.

The ideal candidate has strong communication, editing, administrative, organizational, time-management, business writing, and computer skills. They must possess excellent customer service and interpersonal skills, perform well under pressure and possess the ability to prioritize tasks, the ability to work both independently and as a team member, and the ability to solve difficult problems as they occur and communicate those solutions to others.

Membership Services

• Maintains accurate membership records and inputs data into the CRM system (MC Trade) including member information, address updates, contact report detail, and more.
• Processes all transactions and payments, including checks, credit cards, and electronic fund transfers for memberships and regional conferences.
• Manages incoming member communication channels and responds to all membership-related requests and inquiries in a timely and friendly manner.
• Identify VPP sites that are non-members and develop a plan to engage sites and bring on as new members.
• Work with regions to select Safety Star of the Quarter and recognize them on Association’s website.
• Stay informed on VPPPA programs, benefits, events, and possess a strong knowledge of the organization to accurately answer questions and make recommendations to members.
• Work with Membership & Outreach Manager to devise strategies to recruit new members as well as reactivate expired memberships.

Event Support

• Provide support for Safety+ Symposium, to include registration and on-site support.
• Primary contact for outsourcing of registration services to regional conferences (using “turbo reg”).
• Process conference registrations received via mail, phone, and fax.
• Prepare weekly reports for Regional Chairs regarding regional conference registrations.

Outreach

• Travel to represent the Association as a registrar at regional conferences.
• Travel to other safety/health-related conferences to represent the Association as an exhibitor.
• Prepare outreach materials (with Communications department), as necessary, when the Association is a registrar or exhibitor at regional conferences and at other safety/health-related conferences.

Administrative

• Pick up mail/deposit checks.
• Scan invoices for payment.
• Maintain office inventory.
• Follow up with returned invoices and process returned mail.
• Perform other duties as assigned.

Education & Experience

• Bachelor’s degree in communications, business, public relations, marketing, English, or related field. Experience related to the performance of the position responsibilities will be considered in place of the related education.
• Two to three years working experience in membership management, customer service, business development, sales, marketing, or related field is required. Experience in a not-for-profit or membership-oriented association or experience in a safety-related field are preferred.

Knowledge and Skills

• Must have a thorough knowledge of Microsoft Office Suite, including Word, Excel, and Outlook.
• Excellent listening and communication skills, including written and oral.
• Positive attitude and enjoys interacting with members and the public.
• Understanding of membership management systems, both for active members and for prospective members is helpful, but not required. Experience with MC Trade or other membership management databases is a definite plus.

Work Setting & Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, sit, speak, hear, and use hands and fingers to operate a computer, telephone, and other office equipment.