The Membership Database Coordinator is responsible for assisting chapters and school administration with annual membership processing and processing membership payments. H/she will coordinate monthly remittance and member updates with the American Dental Association (ADA). Ensures information is entered into database with accuracy following ASDA’s data integrity guidelines. Provides service to members and dental school administrators. Generates membership reports and member email lists. Coordinates website review
Supports annual membership processing including opening membership year, creating renewals, running terminations/suspensions, updating addresses, creating new member profiles, updating existing member profiles, chapter invoicing, payment follow up, and year-end reconciliation.
Conducts monthly review of membership dues processing alerting supervisor of issues. Works with Finance department to reconcile monthly membership numbers.
Facilitates monthly membership process with the ADA including, but not limited to, monthly remittances and new member import.
Upholds quality assurance processes to ensure accuracy of member and prospect records.
Tracks and inputs database work orders. Works with Director of Membership to support internal quarterly database meetings, database work orders, and upgrades to database.
Pulls various reports from association management system or BOXI including, but not limited to, chapter reports, membership reports, member email lists, and school administration reports. Provides updates on reports to identified staff.
Works with Chapter Relations Manager to ensure we have updated information on file for every chapter. Tracks chapter bylaws, chapter leadership, chapter elections, and chapter advisor on file. Updates database.
Supports annual Membership Drive. Updates survey, pulls together requested materials and works with fulfillment vendor to mail, tracks responses, and updates database.
Monitors and updates Chapter Portal for functionality and access.
Works with Chapter Relations Manager to identify chapters with low membership.
Serves as backup to website updates.
Maintains integration of data between website and database, and ensures items behind member wall are accessible by members.
Monitors Website Review asana project to ensure all pages are reviewed by staff annually.
Coordinates updates to the Website Procedures manual to ensure the procedures are updated annually.
Uses database to request updates for dental school guide for predentals. Tracks responses and ensures data from every program.
Conducts predental chapter member audit throughout the year and annual predental chapter leader update.
Reviews and updates predental information on the website.
Pulls and sends mail list bimonthly to fulfillment vendor for predental dental school guide. Reconciles invoices.
Handles member email, telephone and written inquires in a professional, timely and friendly manner. Provides timely feedback to supervisor regarding any concerns and any technical or support problems.
Coordinates updates to the Membership Procedures manual to ensure the procedures are updated annually.
Other duties as assigned by Director of Membership.
Bachelor’s degree in business administration or other appropriate field.
At least three years of work experience in an association working with an association membership database.
Proficiency and experience with association management software (Association Anywhere preferred) and familiarity with reports required. Basic html and/or content management system (CMS) experience helpful.
Experience in member relations and timely customer service to members.
Excellent project management, database and analytical skills; ability to identify and solve problems, multi-task and prioritize.
Superior organizational skills and attention to detail.
Accuracy and proficiency with data and reporting.
Strong customer service and interpersonal skills.
Excellent verbal and written communication skills.
Comfortable with balancing short and long-term projects.
Must be able to work with a small staff as part of a team.
Some travel may be required.
Some weekend and evening work may be required.
About American Student Dental Association
The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 23,000, ASDA represents 88% of dental students from all 66 dental schools. ASDA’s mission is to protect and advance the rights, interests and welfare of dental students. The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy. ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation.
ASDA is located off Michigan Avenue in downtown Chicago, with a staff of 10 and an operating budget of $4.5 million.