Coordinator of Membership & Records

The Coordinator of Membership & Records will act as a liaison between collegiate chapters and the Fraternity Service Center, managing the member reporting and onboarding process as well as the billing process by creating and sending invoices. This individual will also provide customer service and support to collegiate members and chapters while working with other FSC departments, the SAE Foundation, and SAE Financial & Housing to maintain accurate membership and chapter records.

Member Reporting & Onboarding:

Manage member reporting processes and communicate registration and onboarding steps with new members.

Coordinate New Member Onboarding and Pre-Initiation Modules in conjunction with the Chapter Service Department.

Receive and process non-student initiation requests.

Receive and process member status change requests, ensuring an understanding of member status procedures and database workflows.

Billing & Financial Administration:

Coordinate with the Financial & Housing Entity Department to provide and review accurate billing information and invoices to collegiate chapters and alumni associations.

Manage invoice confirmations for Fall, Spring, New Member Initiation Fees, and other FSC related fees.

Assign late fees and fines (including Convention attendance and Health & Safety) to chapters in coordination with relevant departments.

Assign credits to collegiate chapters for status changes at the discretion of the Supervisor.

Assess Alumni Association Dues and Collections in conjunction with the Alumni Department.

Records Management & Production:

Oversee the production of membership materials (Badges/Shingles) with third-party vendors and ensure timely distribution.

Update and maintain accurate chapter addresses and tracking information.

Maintain and monitor the accuracy of membership and chapter records in coordination with other departments and the SAE Foundation.

Pull database reports and elevate SAE Portal issues to the Analytics & Database Administrator.

Support & Communication:

Provide phone and email customer service to chapters and undergraduates regarding specific processes and forms.

Assist collegiate chapter credentialing for biannual conventions and national events.

Send out relevant communications to stakeholders in coordination with the Communication Department.

Maintain SOPs on Member Statuses and work with Financial & Housing regarding payment processing and internal SOPs.

General Support:

Assist in registration and compliance with Education, Tax, and Financial departments.

Other duties as assigned.

Bachelor’s degree in Business Administration or a related field.

Working knowledge of Microsoft Office, G-Suite, and strong knowledge of database programs.

Customer service/support experience with strong interpersonal skills.

Experience with policy creation and writing.

High attention to detail, organization, and the ability to prioritize tasks.

Self-motivated and able to work effectively as part of a team.

Expected to work out of the Fraternity Service Center in Evanston, IL.

Membership in Sigma Alpha Epsilon Fraternity preferred, but not required.

Up to $50k