Specialist, Membership Services and Office Op

Actuary; Washington; On-site; USD 60,000 - 70,000; Full time

Job summary

Actuary is seeking a Specialist, Membership Services and Office Operations in Washington, DC. This full-time role covers membership services, AMS support, and general office operations, delivering responsive assistance to members, volunteers, and staff.

You will administer membership transactions, maintain data integrity, and support reporting while ensuring secure handling of confidential information. Strong communication and organizational skills are essential.

Qualifications

• Bachelor’s degree and minimum three years of association experience.
• Experience maintaining membership records and conducting data-quality activities.
• Experience supporting reporting or query requests in a membership association environment.

Responsibilities

• Membership Service Support: handle inquiries via phone, email, and mail; assist members and volunteers with professionalism.
• Process membership transactions, renewals, and dues-related matters in line with policies and controls.
• Handle payments, refunds, and related batches; ensure data security and confidentiality.
• Coordinate materials, fulfillment, inventory, mailings, and shipments for the department.
• Support recruitment, retention, and engagement initiatives with follow-up activities.
• AMS and Project Management Support: maintain AMS membership records, run data quality checks, and generate reports.
• Manage projects in Asana and other systems; assist planning and initiatives.
• Office Operations: provide organization-wide phone coverage, visitor procedures, and mail/ deliveries handling.

Skills

Customer service

Interpersonal communication

Written and verbal communication

Organizational skills

Time management

Attention to detail

Discretion with confidential data

Microsoft Office

Excel advanced formulas

AMS platforms

Asana

Higher Logic

Education

Bachelor’s degree

Tools

Microsoft Office

Excel

AMS platforms

Asana

Higher Logic

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Specialist, Membership Services and Office Op

Membership Services Full-time Regular Washington, DC, US

5 days ago Requisition ID: 1046

Salary Range: $60,000.00 To $70,000.00 Annually

Title: Specialist, Membership Services and Office Operations

Department: Membership

Reports to: Senior Director of Membership

Direct Report(s): N/A

SUMMARY

The Specialist, Membership Services and Office Operations performs three primary functions: membership services, membership-focused Association Management System (AMS) support, and organization-wide office operationsassistance, including phone coverage and management of office supplies. The position delivers responsive service to members, callers, and visitors; administers membership transactions and payment-related activities; maintains reliable membership data and reporting; and helps ensure efficient, professional office operations.

The ideal candidate is organized, service-oriented, dependable, and able to manage multiple priorities with sound judgment, attention to detail, and discretion when handling confidential information.

RESPONSIBILITIES

1. Membership Service Support

• Serves as a primary contact for membership department inquiries received by phone, voicemail, email, and mail; provides timely, accurate, and professional assistance to members, prospective members, volunteers, and other stakeholders.
• Administers membership transactions, including applications, renewals, reinstatements, status changes, dues-related matters, membership certificates, and digital badges, in accordance with established policies, procedures, and service standards.
• Processes membership dues payments, refunds, and related credit card, ACH, and check batches accurately and in accordance with established financial controls, data-security requirements, and confidentiality procedures; identifies and escalates discrepancies as appropriate.
• Coordinates membership materials and fulfillment activities, including inventory monitoring, stockroom maintenance, replenishment, mailings, shipments, product orders, and exhibit-material distribution.
• Supports membership recruitment, retention, and engagement initiatives by documenting recurring inquiries or service issues and completing approved follow-up and outreach activities.
• Maintains Membership Department files and archives, provides administrative support, and meeting-preparation assistance to department committee staff liaisons and volunteer leaders.

2.Department AMS and Project Management Support

• Maintains complete, accurate, and current membership records in the AMS; processes authorized updates; and performs membership data-entry and maintenance activities.
• Conducts routine data-quality checks, researches and resolves record discrepancies, and completes data-cleanup activities to protect database integrity.
• Produces standard and ad hoc AMS queries, reports, data exports, charts, summaries, and presentations that support membership reporting and departmental decision-making.
• Maintains Membership Department projects, tasks, and related information in Asana and other designated systems.
• Contributes to departmental planning and initiatives that advance the organization’s mission and performs other duties as assigned to meet departmental and organizational needs.
• Contributes to departmental planning and initiatives that advance the organization’s mission and performs other duties as assigned to meet departmental and organizational needs.

3. Organization-Wide Office Operations Support

• Provides organization-wide phone coverage by screening incoming calls, providing general information, resolving routine inquiries when appropriate, and routing callers to the appropriate department or staff member.
• Supports a secure, welcoming office environment by following visitor-access procedures, serving as the primary contact for the electronic visitor monitoring system, assisting visitors, and coordinating authorized remote office access.
• Receives and routes deliveries; sorts and distributes incoming mail and newspapers; and maintains office, kitchen, and mailroom supply inventories through established ordering procedures.
• Collaborates with other staff to supports in-office meetings and events as needed.

KNOWLEDGE, SKILLS, ABILITIES

• Demonstrated customer service, interpersonal, listening, and written and oral communication skills, with the ability to manage a high volume of inquiries accurately and professionally.
• Strong organizational, time-management, detail, problem-solving, and prioritization skills, with the ability to manage competing priorities, meet deadlines, and maintain accurate records.
• Ability to handle confidential member, payment, and organizational information with sound judgment and in accordance with established policies and procedures.
• Proficiency with Microsoft Office, web-based systems, and general office technology, including advanced Excel functions such as formulas, dynamic arrays, and spill functions.
• Working knowledge of AMS platforms and the ability to maintain, extract, validate, and analyze basic membership data; conduct data-quality checks; and prepare routine reports.
• Experience with the Asana project management platform and the Higher Logic member engagement platform is strongly preferred.

EDUCATION AND EXPERIENCE

A bachelor’s degree and a minimum of three years of association experience are required, including experience maintaining membership records, conducting data-quality activities, and supporting reporting or query requests. Experience in membership operations, customer service, database administration, and office operations within a membership association environment is also required.