The Administrative Specialist/Member Services person works with the Executive Director and the staff to provide administrative support to the membership areas of member relations and education. This person relates to members as they become members and maintain membership, as well as, through the administration and implementation of member education programs, such as webinars, local events, and national conference. This is a critical position in carrying out the Association’s mission. It requires excellent organizational and communication skills, attention to detail and deadlines, and relational skills to accommodate the needs of the membership. The person will devote one’s time nearly half time to each area of membership and education support.
II. MEMBER RELATIONS RESPONSIBILITIES
1. Maintain electronic membership data files (WebLink database and Centre View). Scans all required documents for maintaining membership files in Centre View, which is a virtual database.
2. New members
a. Answer all phone and email inquiries about membership.
b. Provide information on how to become a member.
c. Processes new member applications/payments and enters new member information into NACC database, and forwards new member materials to member.
d. Communicate to each new member the name and email address of the NACC liaison for their state.
3. Renewal of members
a. Alerts members of membership renewals.
b. Processes payments and monthly membership renewal forms and renewal letters.
c. Email members second request for payment; mail third request; and send final cancellation letter, when needed.
d. Email members communication of membership inactivation.
e. For all members that request to be dropped (inactivation) an email is sent to them thanking them for their time with the NACC.
f. For members moving to retirement status a list of all retired members in their state is created and emailed.
4. Ongoing administrative maintenance of membership services
a. Works with Executive Director and staff to review new member packet.
b. Communicates to Administrative Specialist Communication Project Manager a
monthly report on new members to be shared with State Liaisons.
c. Maintains both active and dropped (inactivation) records in Weblink and Centre View by updating contact information and all other fields of NACC required information to include diocesan information.
d. Communicates with member if mail is returned to sender due to inaccurate contact information.
e. Composes appropriate correspondence related to membership.
f. Balances membership payments daily and provides daily WebLink electronic transaction reports to the Finance and Office Director.
g. Processes membership cancellations, reinstatements, status changes and inactive status requests.
h. Processes partial payment requests; develops a payment plan as necessary and sends invoices as needed.
i. Provides monthly membership report to Executive Director.
j. Works with Administrative Specialist/Education and Renewal of Certification to create active membership listings by Diocese of Ministry for inclusion in the World Day of the Sick mailing.
k. Works with Executive Director and Administrative Specialist/Education and Renewal of Certification to coordinate the NACC Institutional Partnership complimentary memberships.
5. Other administrative support
a. Communicates to Administrative Specialist/Certification member requests for certification material.
b. Update all member suffixes per the certification team as the become certified and as their certification expires.
c. Update and maintain the Healing Tree with the Executive Director and the Administrative Specialist IT.
d. Process annual campaign donations and set up any recurring donations.
e. As needed, help with daily mail.
III. MEMBER EDUCATION SUPPORT RESPONSIBLITIES
1. Provides administrative support to the Education Advisory Panel as it convenes to assist
the Executive Director and Administrative Specialist/Education and Renewal of Certification in ascertaining and prioritizing members educational needs and recommends content for webinars and other education offerings.
2. Meets bi-weekly with Executive Director and Administrative Specialist Education and
Renewal of Certification to prioritize the implementation of work related to webinars and local events.
3. Responds to member inquiries regarding education programs.
4. Prepare the Education budgets (local events and webinars).
5. Updates website to include all Education programs, including, but not limited to webinars and local events. Administrates the webinars by:
i. Contacting and communicating with webinar presenters to finalize their contract, programs, and logistics for presenting
ii. Testing with webinar presenters the ZOOM logistics
iii. Setting up and administrating the webinar ZOOM session
iv. Following up webinar with evaluation, and summarize evaluation
v. Handle registration process including payments, reimbursements, presenter stipends
vi. Work with Finance and Office Director to reconcile registrations and reimbursements for webinars
6. Administrates the local events by:
a. Participating in quarterly state liaison calls to learn of which local events will need support.
b. Meeting with the Executive Director to determine number and location of local events.
c. Work with Finance and Office Director to reconcile registrations and reimbursements for local events.
d. Communicate with state liaisons and other members designated to organize a local event, and provide administrative support to the planning and implementation by:
i. Taking notes and disseminating them to planners for each meeting
ii. Help project manage the preparation for the event by:
1. Assisting in the creation of registration materials
2. Communicating/marketing to members and others
3. Handling registration process including payments and reimbursements
4. Assisting with logistics of place, meals, presenter(s) communication/stipends, budget, reimbursements, etc.
7. Assists the Administrative Specialist Education and Renewal of Certification to help plan
and implement the Annual National Conference which includes, but is not limited to:
a. Responding to member inquiries regarding conference.
b. Available to travel to on-site planning meeting and national conference and performs tasks as assigned while demonstrating a positive reflection of the NACC national office.
IV. OTHER OFFICE RESPONSIBILITIES
1. Processes weekly or bi-weekly bank deposits to include completion of internal forms
that accompany the bank deposits and forward to the Finance and Office Director.
2. Processes credit card payments and when applicable refunds credit card transactions.
3. Assists in providing main telephone coverage for the Association.
4. Maintain database of all educational events (audio conferences/webinars and local
5. Performs other tasks as assigned.
1. High school diploma required, Associate or Bachelor’s degree preferred.
2. A minimum of three years administrative support experience in office support, membership services, marketing and/or event planning programs, including bookkeeping and account reconciliation.
3. Openness and ability to work for a Catholic mission association.
4. Non-profit experience preferred.
5. Excellent communication skills (professional verbal, written, and presentation skills, and electronic communication etiquette).
6. Excellent organizational and time management skills, including managing multiple priorities and ability to meet deadlines, strong attention to detail.
7. Ability to work independently with little or no supervision.
8. Effective interpersonal skills, collaborative in working style and comfortable working
with various types of people.
9. Demonstrated ability to be flexible, proactive, creative, adaptable, consistent, and a person of integrity in a collaborative, fast-paced, small office work environment.
10. Ability to maintain professionalism and confidentiality in all Association matters.
11. Excellent computer skills: Word, PowerPoint, Excel, and Outlook, including performing
12. Database experience/proficiency required, Weblink familiarity preferred.