Membership and Events Coordinator
Our client, the leading non-profit organization in North America dedicated to advancing the care of children with digestive disorders, is seeking a Member Relations and Events Coordinator.
Position Summary:
They are seeking a highly organized, detail-oriented, and proactive Member Relations and Events Coordinator who brings adaptability and a strong commitment to delivering exceptional customer service. Operating within a collaborative, team-based national office environment, this role provides vital administrative, operational, and project coordination support. The ideal candidate will seamlessly balance responsibilities across multiple core functions, including member relations, event planning, registration management, database administration, and general financial and administrative operations.
The Member Relations and Events Coordinator collaborates closely with the CEO and Executive Director, team leads, volunteer leaders, committees, and external partners to drive organizational efficiency and strengthen front-line communication and efficient administration across diverse initiatives. This role is ideal for a detail-oriented, proactive professional who thrives in a fast-paced environment and is energized by supporting mission-driven work that advances pediatric gastroenterology, hepatology, and nutrition care.
Member Relations, Event Registration & Data Management – 60%
- Membership administration: Processing membership renewal and new member applications across all membership types within the iMIS database.
- Front-line member service: Effectively respond to all inbound member and customer inquiries through email and front office telephone operations.
- Member dues and customer service payment processing: Coordinate daily batch processing of dues, event registrations and member and customer purchases in coordination with the financial stewardship team effectively and accurately.
- Event Registration & Customer Service: Coordinate comprehensive registration
- processes for the Annual Meeting and smaller events, managing pre-event workflows and delivering high-quality customer service during on-site registration.
- Database Querying & Reporting: Conduct database queries to generate registration and demographic reports, analyzing trends to actively inform future event planning and strategic execution.
- On-Site Staff Supervision: Provide leadership and oversight to temporary staff during the Annual Meeting to ensure seamless on-site registration and exceptional attendee support.
- Member Inquiries and Credentialing: Manage inbound email and telephone inquiries regarding event registration, abstract submissions, and the processing of Continuing Medical Education (CME) and Maintenance of Certification (MOC) credits for both in person and virtual events.
- Database Integrity (iMIS): Maintain and update member records within the iMIS database to ensure high standards of data accuracy and integrity.
- Data Analytics & Engagement: Export and analyze member data to produce data driven reports that support and advance membership retention and engagement initiatives.
Operations & Administrative Support – 40%
- Office management support: Collect and process inbound mail to the office, ensuring accurate distribution to staff and process outbound mail and packages.
- Meeting Preparation & Logistics: Organize and prepare comprehensive meeting packets, handouts, name badges, and other essential materials to ensure seamless meeting execution.
- Content Creation & Documentation: Prepare meeting agendas, develop engaging PowerPoint presentations, and record detailed meeting minutes and notes to support team leads during internal and external stakeholder meetings.
- Project Support: Provide adaptable administrative support for special projects, dedicated task forces, and emerging strategic initiatives as assigned.
Ideal Candidate Characteristics:
- Demonstrates exceptional professionalism and a strong commitment to member and customer service.
- Communicates clearly and effectively, both verbally and in writing.
- Builds positive working relationships through strong interpersonal skills.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to adapt to various competing demands and demonstrates the highest level of member service response.
- Manages multiple priorities effectively and adapts well to changing needs.
- Adapts quickly to new systems and uses technology with confidence.
- Association management experience is preferred.
Qualifications:
- Bachelor’s degree preferred; relevant experience may substitute.
- 2–4+ years of experience in nonprofit, association, academic, or healthcare settings.
- Experience in administrative support, program coordination, operations, or project management.
- Fiscal management and/or budget development experience with preferred knowledge of QuickBooks and excellent Excel skills
- Strong writing, editing, and communication skills.
- Ability to manage multiple tasks, meet deadlines, and support senior leadership.
- Familiarity with Customer Relationship Management (CRM) or Association Management (AMS) systems, project management tools, or membership databases crucial.
- Commitment to improving child health and supporting the pediatric GI community.
- Excellent proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Co-Pilot, and SharePoint); experience with artificial intelligence is a plus.
- Excellent organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills.
- Comfortable and poised in a demanding environment with shifting priorities.
- Ability to periodically commute to Spring House, PA and work successfully and independently in a hybrid office environment.
To learn more about this position, apply today!