Coordinator, Membership and Special Projects

Coordinator, Membership Experience and Special Projects

Location: Schaumburg, IL (offering flexible work arrangements; may include up to 3 remote workdays, subject to supervisor’s approval)

Reports to: Executive Director

Supervises: None

Salaried: Yes

• Administration and Operations: Contribute to the Societies’ missions and visions through superb administrative support and smooth and seamless operations (15%).
  • Provide administrative support to The Hip Society and The Knee Society and other related groups as directed.
  • Provide progress reports and assist with surveys and evaluations.
  • Support team members and leadership with committee and board call scheduling, agenda development, accurate preparation, review and distribution of agenda materials, board meeting minutes and tracking/completion of action items.
  • Effectively and professionally communicate with the Societies’ members and non-members via phone, email, and in person.
  • Respond to all inquiries in a timely manner and with the utmost professionalism, courtesy, and competence.
  • Assist with financial recordkeeping, processing of invoices and payments, and collection of appropriate forms.
  • Coordinate registration for various courses and events throughout the year, including registration set-up and interim reporting.
  • Coordinate packing, unpacking, and shipping of any supplies, signage, etc. from the office to meeting sites.
  • Maintain meeting records, such as registrations, speakers, evaluation data, and meeting history data.
  • Produce, review, and reconcile final reports, as directed.
  • Ensure all assigned administrative deliverables are completed accurately, reviewed thoroughly prior to submission, and delivered on time without the need for repeated reminders or rework.
• Membership Experience Ambassador: Ensure seamless and elevated member experience aligned with the premier status and culture of our Societies (25%).
  • Serve as a member ambassador: courteous, professional, competent, and friendly.
  • Create and maintain accurate and current membership records, initiate dues invoicing; monitor payments and provide timely and consistent follow up.
  • Support candidate members by providing timely, accurate and complete responses.
  • Collate new member applications and provide reports to the Membership Committees.
  • Assist Membership Committees by scheduling their calls, providing requested data and information, participating in calls, and following through on action items.
  • Update and maintain Membership Policies and Procedures annually.
  • Update and maintain various historical data charts and spreadsheets.
  • Ensure all member-facing communications and records reflect the highest standards of accuracy, professionalism, and consistency.
• Committee Support and Engagement: Serve as a primary liaison to assigned committees and project teams, ensuring timely execution, accurate communication, and completion of all assigned deliverables (60%).
  • Support the Societies’ online educational platform under the supervision of Director of Meetings and Education. Maintain existing and upload new content. Monitor user registrations and respond to user inquiries. Provide reports and metrics as requested.
  • Work with the REAL Mentorship Committee and the Travelling Fellowships Committee and assist with communications, scheduling, collection and dissemination of information, travel planning, expense monitoring, and on-time completion of deliverables within established budgets and deadlines.
  • Support the Research Committees by setting up abstract collection mechanisms, monitoring deadlines, providing follow-up, tracking, collecting, and disseminating various information and reports.
  • Independently manage timelines, deadlines, and task priorities across multiple committees, proactively identifying and addressing potential delays or issues.
  • Comply with all safety policies and practices of the organizations and all safety standards associated with this position, including the use of personal protective equipment.
  • Will follow all instructions and perform all duties requested by supervisor, subject to reasonable accommodations and within the scope of the position.

10-12 days per year, North America.