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Whether you are an experienced professional looking for a new opportunity, a new graduate, or changing careers, association management is a growing, vibrant, and dynamic field. Associations are broadly diversified organizations, with business models ranging from event planning to publishing to e-commerce to member services—and often much more—all housed under one roof. No matter what your area of interest or expertise, there is a position within an association that is perfect for you. 

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Manager, Member Services and Organizational Support

PA Public Transportation Association

Job Description

PA Public Transportation Association (PPTA) in Harrisburg, PA is looking for a Manager Member Services and Organizational Support. This is an in-person position reporting directly to the Executive Director.

The primary roles of this professional staff position are as follows:

  • Work closely with the Executive Director to fulfill the organization’s mission of being the foremost advocate for transit in the Commonwealth, and support our members in achieving their industry-associated goals.
  • Provide support for routine business activities of our members, including a working presence in our primary office location in Harrisburg, PA.
  • Develop and maintain a working knowledge of the industry, with special emphasis on items of interest to our membership.
  • Serve as a primary liaison for member services and business, providing responsive member services that are accurate and timely.
  • Assist with the daily operations and administrative functions, including in-house association communications.
  • Be a resource to other stakeholders and industry partners.
  • Ensure members’ needs and requests are handled in an effective manner, including frequent communication and updates while working through matters that are multi-faceted or more involved.
  • Manage membership database and work closely with member agencies and business members to keep records updated.
  • Assist the Executive Director by taking minutes of Board of Directors meetings. Prepare draft minutes for review and final completion by the Executive Director to present to the Board for adoption.
  • Serve as a member of the team conducting a revamp of websites. Upon completion of the website refresh, perform routine maintenance for both websites and ensure all content is accurate and updates are posted in a timely fashion.
  • Manage software program for conference and curriculum registrations.
  • Under direction of the Executive Director, assist in the planning, development and delivery of conferences, expos, round tables, programs, membership and committee meetings and retreats.


These duties may also include
:

  • Assisting with logistics throughout the process;
  • Running onsite registration for conferences;
  • Serving as a resource for speakers and panelists;
  • Coordination of IT and AV services; and
  • Close coordination with hotel staff while onsite during events.
  • Assist with the preparation and processing of monthly bills and invoices for the organization's bookkeeper in coordination with the Executive Director.
  • Work closely with the Training Program Director to support Roundtables and other joint sessions and events.
  • Assist Executive Director as needed with the newsletter and various association communications and updates.
  • Help support Committee Chairs and committees as they conduct committee meetings and organization-related business.
  • Some travel, including overnights, predominately throughout Pennsylvania is required.
  • Experience with graphics and Word Press a plus.


NOTE:
Applicant must reside and be willing to work in the Greater Harrisburg, PA area. The expectation of this position is that it be primarily conducted in-person, not telework.

Job Type: Full-time
Salary: $48,000.00 - $62,000.00 per year
Schedule: Monday to Friday
Work Location: In person

Interested applicants should submit their information to Danielle Hoffner, PPTA Recruiter, at [email protected].

 


Director of Member Engagement

Pennsylvania Child Care Association

Job Overview:
We are seeking a dynamic and results-oriented Director of Member Engagement to join our organization and lead the development and execution of strategies to grow and retain our membership base. The ideal candidate will possess strong leadership skills, a proven track record in membership management, and the ability to drive engagement initiatives. As the Membership Director, you will play a crucial role in fostering a sense of community, ensuring member satisfaction, and implementing initiatives to attract new members.

Responsibilities:

Membership Growth and Retention:

  • Develop and implement strategies to increase membership acquisition.
  • Create and execute retention programs to enhance member satisfaction and reduce churn.
  • Analyze membership trends and feedback to make data-driven decisions for continuous improvement.


Community Engagement:

  • Foster a sense of belonging and community among members.
  • Collaborate with other departments to organize events, webinars, and networking opportunities to enhance member engagement.
  • Develop and manage online forums, groups, and platforms to facilitate member interaction and communication.


Communication and Outreach:

  • Oversee the development of effective communication materials, including newsletters, emails, and social media posts, to promote membership benefits and initiatives.
  • Conduct outreach programs to target potential members and promote the organization's value proposition.


Collaboration with Stakeholders:

  • Work closely with other departments to align membership strategies with overall organizational goals.
  • Collaborate with leadership to develop budgets, set goals, and track key performance indicators related to membership.


Data Management:

  • Utilize CRM systems and other tools to maintain accurate and up-to-date member records.
  • Generate and analyze reports to assess membership performance, identify trends, and provide recommendations for improvement.


Qualifications:

  • Bachelor's degree in business, marketing, communications, or a related field. Master's degree is a plus.
  • Working knowledge of state and federal early care and education public policy, education and professional development, and issues facing the field.
  • Proven experience in membership management, with a successful track record of growing and retaining members.
  • Strong understanding of marketing principles and strategies.
  • Excellent interpersonal and communication skills.
  • Ability to think strategically and execute tactically.
  • Proficient in using CRM systems and other membership management tools.
  • Results-driven with a focus on achieving measurable outcomes.
  • Strong leadership and team management skills.


Position Information:

  • Full-time, exempt, 37.5/week; typical work week Monday-Friday
  • Occasional overnight and weekend travel
  • Benefits: Health, Dental, Pharmacy, Vision (with co-pay); Health Reimbursement Account; Simple IRA; Life Insurance; 10 vacation days, 12 sick days, 3 personal days/year; 12 holidays
  • Suburban location; free covered parking
  • Hybrid work schedule is an option.
  • Salary Range: $60,000 – $70,000


If you are a highly motivated and strategic thinker with a passion for building and nurturing communities, we invite you to apply for the Director of Member Engagement position and contribute to the success of our organization.

Send resume, cover letter, and a one-page writing sample to [email protected]. Subject line: Director of Member Engagement. No phone calls please.

The Pennsylvania Child Care Association was established in 1973 and is a state-wide, non-profit membership organization. PACCA’s members operate over 1,500 child care and early learning programs and includes organizations and businesses that support Pennsylvania’s early learning community.

 


Meeting Manager

Pennsylvania Medical Society

To Apply Please Go To: www.pamedsoc.org/jobs and submit your application and resume.

POSITION SUMMARY:

This position works as part of a team of meeting managers to handle all of the meeting management (virtual and in-person) needs of the TEAM client organizations. This position is responsible for all aspects of association meeting planning and event coordination, ensuring that ongoing and new meetings requested by clients are professionally managed and  clients are satisfied with the department’s meeting services. This position will also coordinate with client Executive Directors.

QUALIFICATIONSRequired Skill/Education/Knowledge:

  • 3 to 5 years of meeting planning experience, Medical meeting experience with CME process and management a plus
  • Bachelor’s Degree preferred
  • Knowledge of industry standards and practices
  • Interpersonal skills
  • Well-developed verbal and written communication and negotiation skills
  • Ability to handle multiple priorities
  • Skilled in Microsoft Office Products including TEAM, Outlook, Word, PowerPoint and Advanced Excel
  • Ability to follow and maintain budgets
  • Ability to work in a deadline oriented, high pressure environment
  • Valid State Issued Driver’s License


SPECIAL REQUIREMENTS:

This position requires the ability to communicate with and work cooperatively with many different individuals, both internally and externally, and the ability to adjust to constant change. High incidence of after-hours and weekend meetings; heavy work schedule during Spring/Fall meeting season, which includes statewide, national, or international travel.

ESSENTIAL DUTIES: 

  1. Serve as liaison between Executive Directors, Association Coordinators, Program Chair, Board, faculty/speakers, meeting facility (usually hotels), exhibitors, and attendees to assure that all aspects of the meeting are successfully coordinated.
  2. Management of the site selection process which may include the development of RFP’s, completing site comparisons, and analyzing proposals. Makes recommendations to the Program Chair and Board for the meeting dates and sites.
  3. Negotiate the procurement and contract process by identifying vendors, products and services, and contract terms with meeting facilities to assure that client organizations are receiving the most favorable terms and prices possible; this includes the identification of outside contractors such as audio visual and production companies, drayage and decorating services, air and ground transportation, destination management companies, virtual and hybrid meeting technologies, etc.
  4. Coordinate with TEAM marketing department for pre-meeting publicity, which may include securing mailing lists, preparing advance postcards, advertisements and journal notices, meeting registration brochures, and electronic notices.
  5. Develop and/or coordinate with outside vendors and TEAM marketing department for meeting websites and meeting applications.
  6. Create and adhere to detailed timelines to ensure that all aspects of the meeting proceed in a timely manner.
  7. Identify problematic situations which may arise during the meeting planning process, including deviations from the timeline, and call them to the attention of the Executive Director and/or Program Chair, as appropriate.
  8. Coordinate with TEAM marketing department for corporate financial support with exhibitor and sponsorship opportunities.
  9. Plan and coordinate all special events which occur in conjunction with the meeting, including receptions, banquets, award presentations, golf or tennis tournaments, spouse/child events, tours, etc.
  10. Procure, manage, and coordinate with internal departments for educational grants and sponsorships, completing applications, reviewing agreements, adhering to restrictions within funding agreements, preparing detailed revenue/expense budget for each educational grant, reporting back to the grantor and others regarding the use of those funds.
  11. Coordinate registration for the meeting and optional events.
  12. Be well versed in virtual and hybrid meeting platforms.
  13. Act as primary liaison with meeting facility and personnel  to assure details of their participation, including arrival/departure times, confirmation of honorarium, travel and lodging arrangements, AV needs, securing necessary CE forms, post-meeting thank you letters, etc., are in place.
  14. Oversee all on-site management, from planning to wrap-up, by maintaining a physical presence for the duration of the event; identifying and solving all problems which may occur during the meeting.
  15. Prepare detailed revenue/expense budget for meeting, assure adherence to budget, process and track all expenses and revenue, prepare post-meeting financial report for Executive Director and Board review. Budgets range from hundreds of dollars to hundreds of thousands of dollars.
  16. Secure CE credits as necessary, to include maintaining familiarity with CE regulations, completing all paperwork, obtaining disclosure forms from faculty and vendors, resolving potential conflicts as needed, and developing evaluation forms, etc.
  17. Interact with meeting management team to share ideas, identify solutions to problems, keep up with developments in the profession, and offer support and assistance to ensure that client meeting needs are being met.
  18. Work cooperatively with the team of meeting managers, assisting each other as necessary during peak periods.
  19. Model company culture by advocating with a supportive attitude, educating people while respecting them and their ideas, and navigating using active listening skills.


ADDITIONAL DUTIES MAY INCLUDE:

Assist with coordination of other TEAM and PAMED initiatives, as well as other duties that may be requested or assigned.

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Frequent standing, walking, pushing carts, bending, stooping, squatting, and climbing ladders or stairs. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: inspection of machinery, viewing a computer terminal, and extensive reading.  Hearing and speech to communicate in person.  Exerting up to 60 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
  • Operation of a motor vehicle, occasionally                                     


This PDQ accurately reflects the duties, qualifications and other requirements of this position.

REVISION DATE: 03/31/2023

EOE - It is the policy of PAMED to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, age, disability, marital status, veteran status, citizenship, genetic information, possession of a General Educational Development certificate as opposed to a high school diploma, or any other characteristic protected by applicable federal, state or local law. This commitment applies, but is not limited, to decisions made with respect to hiring, placement, compensation, benefits, promotions, demotions, transfers, terminations, layoffs, return from layoffs, administration of benefits, and all other terms and conditions of employment. 

 


Marketing and Communications Assistant

Atlas Management Resources (AMR)

Atlas Management Resources (AMR), an association management company, has a marketing and communications assistant position available. AMR services national and state trade associations, and all employees work remotely from home offices.

The marketing and communications assistant is a part-time position, approximately 15 hours per week. The successful candidate will be responsible for assisting marketing staff with their duties as they support AMR’s clients.

Duties will include:

  • Updating web content
  • Writing and sending e-blast communications
  • Newsletter assistance, including tracking and working with advertisers, and editing
  • Assisting with elements of conference and event planning
  • Assisting with committee calls, including preparing agendas, taking notes, and scheduling calls
  • Managing the process for media calls and general inquiries
  • Communicating with members
  • Other activities as designated by the marketing and communications director


The successful candidate will possess these qualities and qualifications:

  • Excellent time management, organizational, writing, and communication skills.
  • Ability to manage multiple projects independently.
  • MS Office proficiency, and desktop publishing experience is a plus.
  • Bachelor’s Degree or related experience in communications support (3-5 years preferred).
  • Must be able to work remotely.


Interested candidates should send a resume and cover letter to Denise Ott at [email protected] by Friday, February 23. Candidates may be asked to submit some examples of business communications they have prepared.