Membership Coordinator

Elite Personnel; Philadelphia (Philadelphia County); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Not disclosed nonprofit organization seeks a highly organized Member Relations and Events Coordinator to support membership, event registration, and data management.

The role balances duties across member services, event coordination, and database administration in a hybrid national office setting, with focus on delivering exceptional customer service and accurate data reporting.

Qualifications

• Bachelor’s degree preferred; relevant experience may substitute.
• 2–4+ years in nonprofit/association/healthcare settings.
• Experience with CRM/AMS systems.
• Strong writing and communication skills.
• Proficiency in Microsoft Office; AI experience a plus.

Responsibilities

• Membership renewal and new member applications in iMIS across types.
• Respond to inbound member and customer inquiries by email/phone.
• Process dues, event registrations, and purchases with finance team.
• Coordinate on-site registration for Annual Meeting and events.
• Query database to generate registration and demographic reports.
• Supervise temporary staff during the Annual Meeting for on-site support.
• Manage CME/MOC credits processing for in-person and virtual events.
• Maintain data integrity in iMIS and export data for reports.
• Support event planning and engagement initiatives with data-driven insights.
• Prepare meeting agendas, minutes, and materials for stakeholder meetings.

Skills

Member relations

Event planning

Data analysis

Customer service

Education

Bachelor’s degree

Tools

iMIS

Excel

PowerPoint

QuickBooks

SharePoint

Job description

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.

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.