Coordinator, Membership

Prospectors and Developers Association of Canada (PDAC)
Coordinator, Membership
One Year, Fixed Term Contract Position

Hiring Range: $56,000 – $68,000 on an annual basis (one-year fixed-term contract) Placement within this range is based on relevant experience and internal equity.
Position Context:
This posting is for a current vacancy.
Working Arrangement:
Hybrid, attendance at the office required 1–2 days per week, plus in-person meetings and on-site attendance for required events.

Position Overview
Serving as a critical link between the organization and its members, the Membership Coordinator supports PDAC’s membership operations by providing day-to-day administrative and database support, coordinating membership communications, and ensuring the accurate and efficient delivery of membership processes.

Reporting to the Manager of Membership Outreach and Engagement, the incumbent maintains membership records, processes applications and renewals, prepares and formats member communications and newsletters, and provides administrative and technical support for membership programs and activities. The role requires strong organizational skills, attention to detail, and proficiency with digital tools and systems.

Key Responsibilities
Member Support and Administration:

Serve as the primary contact for membership inquiries by phone and email, providing timely, professional service.

Administer membership applications, renewals, reminder communications, and recognition programs, while maintaining accurate database records.

Coordinate routine membership administration, including updating records, processing information, preparing correspondence, and maintaining organized documentation.

Support the planning and delivery of membership-related activities for the PDAC Convention and other member events.

Coordinate with external suppliers and partners on membership materials, event support, and related projects.

Project and Database Management:

Use project management tools such as Asana to track tasks, deadlines, and team responsibilities.

Test online membership forms, conduct audits of membership categories, and support database maintenance to ensure accuracy and functionality.

Work with IT and internal teams on data clean-up, record consolidation, duplicate removal, and workflow improvements.

Prepare and review regular reports, including donation reports, reconciliations, membership comparisons, trend analyses, and other internal reporting.

Maintain organized electronic records, tracking documents, and administrative processes to support accurate reporting and efficient membership operations.

Membership Communications:

Prepare, format, and distribute membership communications, including newsletters, renewal notices, email campaigns, and other member correspondence.

Use digital design and communication tools to create and update professional, visually consistent newsletters, templates, and membership materials, in keeping with established branding and guidelines.

Draft, edit, and proofread routine written communications, ensuring accuracy, clarity, and consistency.

Maintain and update membership-related website content to ensure information is accurate, current, and accessible.

Coordinate the scheduling and distribution of membership communications using relevant digital platforms and tools.

Other Duties:
Undertake additional responsibilities as required, aligned with PDAC’s strategic priorities.

Qualifications Required

Post-secondary diploma/degree in business administration, office administration, communications, event management, marketing or a related field, or equivalent job-related experience.

Minimum of 2–3 years of recent, relevant experience in administrative roles, with a focus on customer service and…