Position:  Membership and Administrative Manager, AAEM
Location:  Milwaukee, WI
Job Id:  11032
# of Openings:  1

Membership and Administrative Manager
CLIENT ASSOCIATION: American Academy of Emergency Medicine (AAEM)
POSITION(S) REPORTS TO: AAEM/RSA Executive Director/Senior Administrative Manager, AAEM
EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (Minimum of 37.5 hours per week)

GENERAL SUMMARY: The Membership and Administrative Manager provides management and administrative support to the AAEM leadership, Senior Administrative Manager, and the Associate and Executive Directors. The manager implements Officers’ actions and policies and the day to day operations of the society. This position manages the overall direction of the membership in relation to recruitment and development activities associated with the AAEM Mission and Strategic Plan, and manages the retention and renewal processes for membership. They will actively engage in planning and delivery of membership recruitment strategies with an emphasis on membership knowledge management. The Membership and Administrative Manager will also assist with committees and sections of AAEM and requires a high level of responsibility while exercising discretion and sound independent judgment in performing assigned tasks.

  1. Conduct internal and external scanning to continually assess processes, perceived barriers and opportunities related to membership recruitment and retention.
  2. Develop and direct an overall membership recruitment and retention strategy that supports the mission and strategic objectives of AAEM. This includes data management, data analysis of membership trends with measurable metrics, member benefits and engagement levels, membership application process, and report generation. 
  3. Prepare planning timelines and administer scheduled projects, membership mailings and web access and content related to the member center and member benefits.
  4. Prepare communications and membership-related project proposals and budgets, assist in their approval process, and retain budgetary responsibility for their implementation and completion.
  5. Manage the AAEM and AAEM/RSA membership renewal process to include the design and implementation of the membership web applications, processing of membership invoices, maintenance of the membership database and creation of applicable reports.
  6. Develop member communications content and timelines to drive retention.
  7. Coordinate the member subscriptions and processing of invoices with the AAEM Journal of Emergency Medicine (JEM).
  8. Direct the creation and distribution of new member packets and member benefit promotions and materials.
  9. Manage the inventory and book ordering/distribution process for of AAEM merchandise and book sales.
  10. Serve as staff liaison to committees including the AAEM Membership Committee and Residency Directors, Emergency Ultrasound Section (EUS-AAEM), and coordinate conference calls and meetings, draft minutes, elections, prepare timelines and administer scheduled projects, programs and activities as required.
  11. Assist with incoming and outgoing e-mails, phone calls, correspondence, and other day-to-day organizational functions.
  12. Manage the chapter division verification process (CS, Mail and Accounting) as needed for AAEM projects.
  13. Communicate with related organizations, printing, mailing and other vendors as needed.
  14. Assist in editing efforts for Common Sense newsletter and other AAEM documents.
  15. Assist Senior Administrative Manager and Associate and Executive Director with additional projects.
  16. Other duties as assigned.
BUSINESS NEEDS & TRAVEL REQUIRED: Some early morning, evening and weekend work may be required in our home office and while traveling out-of-town to meet client needs. Travel will be two to four weeks per year.

EQUIPMENT USED: iMIS membership database, IBM PC with Windows environment, Excel and Word, all other office equipment (fax, copiers, etc.).

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

PHYSICAL REQUIREMENTS: Unrestricted mobility: must be able to walk great distances, move quickly from place to place, and lift and move boxes up to 50 lbs.

INTERNAL/EXTERNAL RELATIONSHIPS (clients and vendors): Internal: liaison with all AAEM staff and EDI support staff. External: AAEM Members, AAEM Boards of Directors, etc.

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