Senior Administrative Assistant / Membership Coordinator

CPN Network, LLC seeks an experienced Senior Administrative Assistant / Membership Coordinator for one of our clients in Maryland, USA

Job Description:

The Senior Administrative Assistant/Membership Coordinator works collaboratively with the Administrative and Associate Director staff to coordinate daily administrative, database financial, and technological duties. This position demands the ability to take direction and work independently, to stringently organize daily responsibilities, pay particularly close attention to complex detail, take on diversified duties and projects, and complete projects in a timely manner.

Education, Knowledge, Skills and Abilities:

• Bachelor’s degree
• Excellent verbal and written communication skills
• Computer skills – Microsoft Office: Word, Excel, PowerPoint Outlook; Doodle and Cloud-based Video conferencing tools
• Financial acumen: QuickBooks Online and/or bill.com would be helpful but not required
• Database experience required, manipulating files, identifying available capabilities within the database, and integrating new applications that would be useful
• Minimum 3 years office and C-Suite administrative experience required
• Ability to adapt to shifting responsibilities
• Excellent relational skills and a team player
• Self-starter requiring minimal supervision
• Ability to pay attention to detail and accuracy

General Responsibilities

1. Coordinate daily administrative tasks as assigned by Associate Director(s) including:

Process all incoming mail, packages, and equipment; distribute/process accordingly

Process all incoming financials (invoices, payments, donations):

• Membership Payments
• Vendor Bills/ Invoices
• Utilize QuickBooks and Bill.com to input invoices and generate monthly invoices for subtenants Donations
• Acknowledgement letters for Executive Director
• Triage website access issues

Coordinating details of various LCWR publications

Monitor credit card purchases and publications within the LCWR online store

• Produce end of the month report
• Research order issues/inquiries
• Process refunds

Generate end of the month reports: copier, postage, and LCWR store

Answer phones and manage 8x8 phone system

2. Provide administrative support to Associate Directors for Business & Finance, Justice and Mission Collaboration

• Prepare correspondence
• Monthly Expense Reports
• Program assistance (duties will vary depending on ministry)

3. Database Management and Membership Coordination

Manage the life cycle of the membership process

• Members, Associates, and Subscriber records and renewal process

Manage Constant Contact messaging

• Generate and update lists
• Monitor Constant Contact transmissions to identify problems and provide prompt assistance
• Heavy interaction with members via email and phone
• Membership technical support (hands-on); instruction with members in navigating the website and such.
• Manage notifications and reminders regarding membership
• Update database records accurately (membership and member contact information)
• Create/Produce statistical reporting relevant to membership

Oversee the LCWR database

• Web based directory
• Keep records and lists up to date

4. Technological Support

Manage the technological aspects of the Zoom conferencing environment

• Meeting set-up: break out rooms, spotlighting, webinars, document and screen sharing, advanced options, etc.
• Create a process for managing the virtual environment
• Work collaboratively with Associate Directors to and generate creative ideas for meeting presentations; stay abreast of cloud-based trends in the virtual space

5. Office Hospitality and Management

• Manage office inventory and supply ordering
• Ensure shared equipment and network is operational; handle maintenance requests and/or liaise with IT Administrator as needed
• Handle service maintenance requests
• Maintain cleanliness and upkeep of the office common areas and kitchen
• Manage birthday and internal events messaging and lists
• Ad hoc duties and projects as assigned