Membership and Administrative Coordinator, Part-time

1 week ago


New York, United States AIA New York I Center for Architecture Full time

About Us:
Established in 1857, AIA New York is the oldest and largest chapter of the American Institute of Architects, boasting over 5,500 members including architects, allied professionals, students, and design enthusiasts. The chapter is committed to design excellence, public outreach, and professional development. The Center for Architecture, inaugurated in 2003 as the first cultural institution within the AIA network, aims to be the premier hub for learning about architecture and urbanism in New York City. Through various programs and events, it fosters engagement among architects, professionals, and the public. Both AIA New York and the Center for Architecture advocate for the importance of design in enhancing urban life. They prioritize values such as civic engagement, equity, environmental sustainability, resiliency, technological innovation, and inspiring design.

Role Overview:
A consummate detail-oriented worker, the Membership and Committee Programs Associate provides core administrative support for AIA New York’s membership department. They will support national member services, which includes member tracking, billing, programs, and events; serving as the primary entry point for individuals seeking to join, renew, change member categories, or update contact information. Furthermore, the Associate assists in logistics for relevant member programs, continuing education processing, and chapter program committees.

This role will also be the administrative backbone of the AIANY Tours program which interfaces with tourists, design enthusiast, and architect clients as well as the stakeholders who develop and deliver the program content - guides, our boat company partners, and internal communications and financial staff.

Duties/Responsibilities

Membership
- Keep national member records up to date with the Chapter’s database
- Transmit recruitment and renewal letters
- Support credit processing for continuing education programs
- Support Member Engagement Manager as necessary for Member services events
- Support Subscriptions and Mailings of Quarterly Magazine, Oculus

Program Committees Administration
- Tracking and communicating about program committees with interested cohorts (Internal: meeting reminders, agendas, calendar and web updating)
- On occasion assisting with starting hybrid/in-person committee meetings
- Organizing and keeping 2024 Events excel sheet up to date
- Sending blasts for events that need to be promoted
- Following up with Committee members that have not submitted event materials with-in the 1-month submission window
- Creating Opening Slides for events when necessary
- On occasion day of event Committee Program Event Support
- Uploading committee event videos to the website

Tours Administration
- Primary point of contact between AIA New York and its contracted Walking Tour guides, Boat Tour guides, tour partners, and general public.
- Liaising with tour guides, customers, and contract partners
- Manage boat and walking tour schedules
- Handle invoicing and monthly project reporting
- Update tour descriptions as necessary
- Update tours menu
- Handle attendance and continuing education records
- Respond to questions and inquiries from the public and potential tours customers

Education and Experience:

- Bachelor's Degree preferred
- 2 years of relevant work experience
- Demonstrated interest in the arts and cultural and/or architecture and design world
- Experience with the creation and management of financial documents (MS Office, MS Excel)
- Knowledge of fundraising software and databases (Salesforce)
- Superior attention to detail
- Strong interpersonal, written, and verbal communication skills
- Professional demeanor with great customer service and phone etiquette
- Ability to liaise with high level donors and build relationships with stakeholders
- Upbeat, outgoing, motivated self-starter

Additional Information

Location

This is a hybrid, Part-Time role (25-30 hours pers week) with some evenings, mornings, and weekends required. An expectation of 2 days onsite - our center is located at 536 LaGuardia Place, NY, NY

**Salary**:
$29.00 per hour

Position Reports to:
Membership
- Managing Director

Physical Demands:
Some lifting (up to 30 lbs.). Prolonged periods of sitting

**Job Type**: Part-time

Pay: $29.00 per hour

Expected hours: 25 - 30 per week

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

**Experience**:

- Customer service: 1 year (preferred)

Ability to Commute:

- New York, NY 10012 (required)

Work Location: Hybrid remote in New York, NY 10012



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