Membership and Administrative Manager, AAEM

Membership and Administrative Manager
CLIENT ASSOCIATION(s):

American Academy of Emergency Medicine (AAEM)

Senior Administrative Manager

N/A

Exempt, Full-time (Minimum of 37.5 hours/week) / Non-Exempt, Full-time (37.5 hours per week)

Mid-Level (Non-Supervisory)

AAEM was established in 1993 to promote fair and equitable practice environments necessary to allow emergency physicians to deliver the highest quality of patient care. For over 30 years, AAEM has been a leader in protecting board certification in emergency medicine and confronting the harmful influence of the corporate practice of medicine. We support fair and equitable practice environments that allow emergency physicians to deliver the highest quality of patient care.

Reporting to the Senior Administrative Manager, this position will support the membership through ensuring accurate records and database reports, processing of dues, distributing of new member materials and providing administrative support for the various membership committees, projects, and programs.

• Provide first-line information for general society inquiries via phone and email accounts.
• Manage the processing of new member applications including the creation and distribution of welcome packets.
• Responsible for annual dues invoicing including database turnover, website updates, and regular distribution of invoices.
• Maintain accurate paper and electronic files (including, but not limited to shared project files, membership database records and other project management tools).
• Manage data entry for all new activity codes and all database additions.
• Effectively communicate with staff team the new data input and maintenance of appropriate reports.
• Ensure timely and accurate content updates of the website in areas of responsibility.
• Manage membership initiatives by facilitating onboarding kits and teleconferences, as needed.
• Manage the postage mailing account.
• Provide general administrative support of membership initiatives as needed including scheduling volunteer meetings, taking meeting minutes, and tracking action items and project timelines.
• Assist with managing lists for email notifications and other communications.
• Assist senior staff leadership with the development of the annual membership strategic marketing plan.
• Serve as staff liaison to assigned AAEM committees and task forces.
• Other duties as assigned.

• Strong verbal and written communication skills, including professional phone and email etiquette.
• Ability to work collaboratively as part of a team.
• High level of professionalism, discretion, and reliability.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple tasks and shift priorities effectively.
• Flexible and adaptable in a role that spans multiple functions.
• Ability to take direction while also working independently when appropriate.
• Proficiency with standard office software and digital communication tools.
• Ability to learn new systems, processes, and workflows quickly.
• Commitment to aligning work and communications with organizational mission and values.

Bachelor’s degree or equivalent work experience preferred. Computer proficiency, outstanding organizational and communication skills required.

Approximately 2-4 weeks per year. Some weekend and morning/evening work, including conference calls, may be required.

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

This position requires the ability to safely lift and carry, or move, items weighing up to 30 pounds on a regular basis.

Looking for a strong team collaborator with excellent phone and email communication etiquette; willing to support cross‑functional needs and assist the broader team as required.