Reports to: Director of Governance and Member Services
Supervises: No supervisory responsibilities
Summary: The Member Services Coordinator will provide administrative support to the Membership department (80%), and the Executive Director (20%). Reporting directly to the Director of Governance and Member Services, the Member Services Coordinator will play a key role in administrative support for the staff at ICA and in serving ICA membership which spans the globe.
Schedule: This position is PART TIME with a flexible schedule of 24 hours per week. The successful applicant would have Mondays off and may determine their own set schedule (three 8 hour days / four 6 hour days) within ICA’s remaining regular business hours (Tuesday-Friday 08:30am to 5:00 pm Eastern time zone).
Perks: Warm, fun, and collegial working environment with low drama and a competitive benefits package including generous employer contributions to a 401(k) retirement plan and tuition reimbursement. PAID vacation, sick leave, parental leave, holidays, and two annual breaks: ICA observes all US Federal holidays (except Memorial day on most years as it usually falls during our annual ICA conference); the office is also closed an additional two weeks per year (the week following the annual ICA conference, exact dates vary, as well as the week of 25 December through 1 January). Optional paid travel opportunities (domestic and international) to staff the annual ICA conference and/or exhibit at external meetings. A supportive environment that values personal and professional growth, with an emphasis on work/life balance and being yourself.
Duties and Responsibilities
Provide first point of contact for customer service to member inquires
Process changes or updates to members’ profiles; email address, institution, divisions and interest groups etc. within the database
Review and create membership invoices for processing as needed
Send receipts and renewal invoices to members upon request
Outreach to members’ should their credit card decline
Support membership recruitment and retention efforts
May be required to handle confidential/sensitive materials with discretion
Perform other duties and tasks as assigned
Assist in maintaining an organized database by merging duplicate profiles
Register and track waived attendees for ICA conferences
Assist members with conference registration related inquiries
Update and send receipts when requested by attendees
Provide administrative support including but not limited to tracking weekly conference registrations, ensuring registrations are processed smoothly and accurately
OPTIONAL travel opportunities:
If one enjoys travel, the following optional opportunities exist:
Assist the Manager of Member Services onsite during the Annual ICA Conference, traveling internationally and overnight with extended stay (up to 8 days, once per year) to the Annual ICA Conference, usually in May over the US Memorial Day Weekend but sometimes in June. (Upcoming locations for the conference: Paris, France (2022), Toronto, Canada (2023), Gold Coast, Australia (2024), Denver, Colorado, USA (2025), TBD/Europe (2026), TBD/Asia (2027), etc. Again, if this is a difficulty for you please note that it is not required for this role.
Promote ICA at other associations’ conferences
Facilitate a regional conference (which have previously been held in locations such as Bali, Africa, and Malaysia).
Familiarity with using a CMS and/or HTML for occasional updates made to the ICA website
Manage scheduling of quarterly and monthly calls with various committees, task forces, and the executive committee
Take minutes for monthly staff meetings
Other duties and special projects as assigned
HOW TO APPLY
To apply for this part-time position, please email a resume and cover letter summarizing your qualifications and salary expectations to the Director of Governance and Member Services, at firstname.lastname@example.org, with the subject line, “Application for Member Services Coordinator.” Cover letters without salary requirements listed will not be considered. No phone calls. ICA is an equal opportunity employer.
Must have demonstrated experience being customer service oriented
Must exhibit excellent written and verbal etiquette and communication skills
Must possess a strong attention to detail
Ability to work independently, multitask, prioritize workload, and produce deliverables by deadlines
Bachelor’s degree or relevant professional experience
Must possess knowledge of Microsoft® Office 365™
Preferred Skills (a plus, but not required)
Prior experience with YourMembership (YM), or a similar membership management system, strongly preferred
Prior association and/or non-profit experience
Prior remote work experience
Fluency in a language other than English is a plus
Telecommuting is allowed.
Additional Salary Information: US$20,000-$30,000 part time (negotiable based on applicable experience)
About International Communication Association
The International Communication Association (ICA) is an academic association for scholars interested in the study, teaching, and application of all aspects of human and mediated communication. With six (soon to be seven if you join us!) staff, over 4,500 members around the world, and a budget of US$2.5 million, ICA operates a headquarters office in the Dupont Circle neighbourhood of Washington, DC charged with managing ICA’s six peer-reviewed and highly-ranked scholarly journals; a 3,000+ attendee annual conference each May/June that rotates among North America, Asia/Oceania, and Europe; various regional conferences, the activities of 33 division and interest groups (Ethnicity and Race, LGBTQ Studies, Activism & Social Justice, Communication and Technology, etc.) and numerous committees and task forces; and a number of handbooks and other publications.
ICA works as a small, close-knit team and a low-drama office: everyone including the Executive Director helps pack the boxes for our annual meeting shipment, everyone proofreads the newsletter before it goes out, and we all genuinely like each other! We are a diverse organization and we value that diversity. We enjoy low staff turn...over: our staff have been here two to eight years; newer staff having replaced previous staff who were here 15+ years. Our Executive Director subscribes to Richard Branson’s credo, “Train your staff well enough that they can leave you but treat them so well they won’t want to.” If you’re an energetic, smart team player, could describe yourself as “tech-savvy,” and have a great work ethic and a sense of humor (sarcasm appreciated), you’ll fit in great with our team! To learn about ICA, visit our website (www.icahdq.org). Ethnic minorities, women, and LGBTQIA+ humans encouraged to apply.