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Membership Coordinator

2 months ago

Chicago, United States American Student Dental Association Full time

The Organization

The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 22,000, ASDA represents 82% of dental students from all 70 dental schools.  ASDA’s mission is to protect and advance the rights, interests and welfare of dental students.  The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.  ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation.  


ASDA is located off Michigan Avenue in downtown Chicago, with a staff of 14 and an operating budget of $4.5 million.  The position is Hybrid based in Chicago.


Position Overview

The Membership Coordinator will be responsible for assisting with chapters operations including working with the chapters and school administration for annual membership processing. Supports chapter relations including chapter awards program, chapter leader training and member onboarding. Ensures information is entered into membership database with accuracy following ASDA’s data integrity guidelines. Provides customer service to members and dental school administrators. Generates membership reports and member email lists. 


Position Responsibilities:

Chapter Support (35%):

  • Coordinates chapter operations, outreach, governance, and activities. Ensures compliance with national ASDA’s policies and bylaws. 
  • Ensures ASDA has current chapter information including chapter bylaws, chapter leadership information, membership information and advisor contacts. 
  • Monitors and updates Chapter Portal for functionality and access. 
  • Works with Membership Department to identify chapters with low membership. 

·       Works with chapter engagement manager to monitor the state of ASDA’s chapters. 

  • Assists chapter engagement manager in providing membership onboarding materials, information and support to chapter leaders including ASDA videos, presentations, how to guides and social media posts. 

·       Manages chapter and membership awards program.  

Membership Processing/Database (25%):

  • Conducts membership processing including implementing terminations/suspensions, updating addresses, creating new member profiles and updating existing member profiles. 
  • Conducts review of membership dues payments alerting supervisor of issues. Works with Finance department to reconcile monthly membership numbers.
  • Owns quality assurance processes to ensure accuracy of member and prospect records. 
  • Tracks and inputs database work orders. Works with Membership Department to support database meetings, database work orders, and upgrades to database. 
  • Pulls various reports from association management system or BOXI. Provides updates on reports to staff. 

·       Maintains integration of data between website and database and ensures member portal is accessible by members.

·       Serves as back up for finance coordinator for all membership invoicing and processing.

Predental (15%):

·       Oversees the production of the Getting into Dental School guide.

  • Pulls and sends mail list bimonthly to fulfillment vendor for predental dental school guide. Reconciles invoices. 

Other Duties (25%):

·       Serves as first point of contact for association. Handles member email, telephone and written inquires in a professional and timely manner. Provides timely feedback to supervisor regarding any concerns and any technical or support problems. 

·       May serve as a staff liaison to a council.

·       Assists with maintaining current information on the ASDA website.

  • Coordinates updates to the Membership Procedures and Website Procedures manual to ensure the procedures are updated annually. 
  • Receives and processes invoices payable to membership vendors, ensuring timely payment. 
  • Other duties as assigned by Chapter Engagement Manager. 


Position Requirements:

·       Bachelor’s degree.

·       Minimum three years of work experience in an association working with an association membership database and/or membership programming. 

·       Experience in member relations and timely customer service to members

·       Excellent project management, database and analytical skills

·       Ability to identify and solve problems, multi-task and prioritize. 

·       Superior organizational skills and attention to detail. 

·       Accuracy and proficiency with data and reporting. 

·       Strong customer service and interpersonal skills. 

·       Proficiency and experience with association management software (Association Anywhere preferred). 

·       Excellent verbal and written communication skills. 

·       Comfortable with balancing short and long-term projects.

·        Must be able to work with a small staff as part of a team. 

·       Some travel and weekend/overtime required.

·       Other responsibilities as required.

·       Position is Hybrid, based in Chicago 


Search Process: Submit resume with cover letter in confidence to Mary McMahon marymc.enteract@rcn.com


July, 2024