Membership & Operations Coordinator

The Membership & Operations Coordinator provides administrative, customer service, membership, and accounting support to NENA staff, members, and association operations. This position supports membership database maintenance, financial processing activities, member services, inventory logistics, and general administrative functions.

Position Responsibilities:

Administrative & Executive Support

• Provide administrative support to VP of Membership, VP of Education, Certification and Partnerships, and other staff as needed.
• Support Board logistics, including scheduling meetings, distributing agendas, tracking chapter visits and schedules at the annual meeting, and assisting with Board elections process
• Coordinate incoming and outgoing mail, shipping, and conference inventory and supply requests
• Monitor and order office supplies; coordinate equipment or facility-related requests with vendors or building contacts as needed

Membership & Database Support

• Respond to member inquiries, route general phone calls, and assist members with account updates, login support, and profile access
• Register new members in the AMS; maintain and update membership records as needed and assist with chapter rebate tracking
• Support data integrity through database maintenance, cleanup, and update projects

Accounting & Finance Support

• Process and record check payments, credit card payments, ACH transactions, and related payment activity in accordance with established procedures
• Assist with ACH reconciliation, accounts receivable tracking, payment follow-up, and refund processing
• Support financial documentation processes, including W-9s, purchase orders, vendor forms, and related records
• Monitor expense management software to ensure approvals, compliance, and vendor account maintenance
• Monitor and respond to routine inquiries submitted through the accounting inbox

Cross-Functional Support

• Work collaboratively across revenue generating departments to ensure processes are in alignment
• Monitor state business registrations and renewals, insurance and benefits timelines to ensure deadlines and compliance requirements are met
• Assist with conference registration support
• Other duties as assigned

Experience:

• Experience with customer service and basic accounting practices is preferred.

Technical Competencies:

• Administrative Support
• Customer Service
• Database management
• Communication platforms, such as, Zoom, MS Teams
• Internet Browsers (Firefox, Chrome, Internet Explorer)
• Microsoft Office, including Word, Excel, PowerPoint, Outlook
• Office Administration

Competencies for the Membership & Operations Coordinator:

• Attention to Detail: Demonstrate strong attention to detail and accuracy in data entry, financial processing, record keeping, and administrative tasks. Review work carefully to ensure completeness, accuracy, and consistency.
• Continual Learning: Assess and recognize own strengths and weaknesses. Pursues self-development.
• Decision Making: Break down problems into components and recognize interrelationships; make sound, well-informed, and objective decisions. Compare data, information, and input from various sources to draw conclusions; take action consistent with available facts, constraints, and probable consequences.
• Initiative: Proactive in finding business growth and improvement opportunities, streamlining processes, working with others, and successfully resolving issues.
• Managing Work: Show ability to plan, schedule, and prioritize work effectively; balance task requirements and individual capabilities; organize materials to accomplish tasks; and meet deadlines
• Planning and Organizing: Organize work, set priorities, and determine resource requirements; determine the sequence of activities needed to achieve goals in a complete and timely manner.

Job responsibilities are “full time” and will be compensated on an annual salary basis with twice-monthly pay to be determined by the CEO based on the selected applicant’s qualifications and experience. This position is eligible for standard benefits that include vacation, sick leave, and eligibility to participate in the Association’s retirement plan.