Job Description Summary

The Membership Services Specialist / Coordinator is responsible for assuring the efficient daily operation of The Friends department.

They will assist with the coordination of monthly educational programs / onsite events, monthly newsletter mailings, quarterly membership mailings, projects and fund raising events of The Friends.

We are a membership organization that supports the system through friendraising and fundraising.

Job Description

ESSENTIAL FUNCTIONS

1. Assures office efficiency by assisting with daily and routine functions, ordering and processing of supply needs and maintaining filing system.

a. Acknowledges routine correspondence and inquiries in a timely manner.

b. Inventories and orders supplies for department to ensure department needs are met.

c. Welcomes visitors to The Friends office.

d. Monitors phones and responds to requests in a timely manner.

e. Organizes and maintains supplies and filing in the office and storage area.

f. Assists with setting up vendors in Workday.

2. Provides administrative support to The Friends of South Shore Health.

a. Utilizes Raiser’s Edge, excel and word programs to manage relevant lists for mailings, invitations, additions of new contacts, and to support productive communication with Friends members and prospects.

b. Creates mailing lists and labels for newsletter and other mailings.

c. Reviews, edits and updates documents as needed for events, acknowledgements and membership.

d. Demonstrates good use of grammar and spelling when proofreading / editing materials.

e. Responsible for acknowledging monetary and gifts in kind.

g. Submits vendor invoices for payment.

3. Assists with Membership growth.

a. Responds to requests for membership information in a timely manner by mailing packets to interested individuals.

b. Produces and distributes accurate membership renewal notices on a quarterly basis.

c. Tracks membership activity daily and assures membership packets are sent in a timely fashion.

d. Identifies lapsed memberships that should be dropped, prepares report and submits to Manager for further action.

e. Maintains membership lists and assures that address changes, status changes, and other updates are submitted to the Operations team in a timely manner.

f. Schedule meetings and set-up rooms or Webex as needed.

4. Provides support for Friends events and activities.

a. Coordinates mailings for events : Save the Dates, sponsor and donor asks, and acknowledgements.

b. Create and distribute promotional materials for education programs, events and community outreach.

c. Register participants for programs and track attendance.

d. Assists with ordering and packing supply boxes in preparation for events.

e. Maintains event supplies in neat order in the storage room after each event.

f. Produces nametags, tent cards, labels and other signage appropriate to each event.

g. Assist with event set-up, registration, logistical support, breakdown and clean-up on the day of event. (Some events are at night and on the weekend and require attendance.)

h. Gather feedback from events and programs to help make improvements at future events.

i. Coordinates annual hospital wide holiday decorating (and removal); including arranging for conference room, moving company delivery / pick-up, assistance from volunteers, assistance from engineering department and notification of all areas involved of plans and dates.

j. Assists with annual scholarship program, tracking applications, preparing packets for selection committee and sending correspondence.

k. Other duties as assigned.

JOB REQUIREMENTS

Minimum Education - Preferred

Associates degree in secretarial science or equivalent education / experience preferred.

Minimum Work Experience

Three to five (3-5) years of progressively responsible support experience, preferably in a healthcare fundraising setting, with demonstrated effective communication skills.

Required additional Knowledge and Abilities

• High level of proficiency in Microsoft Office Suite applications (Word, Excel, PowerPoint, etc.).
• Extremely organized, detail-oriented, able to multi-task, with excellent communication, organizational, time management, and customer service skills.
• Ability to design creative communication materials.
• Ability to problem solve, and work well under pressure.
• Ability to function as an integral member of a team, display cooperation, and be able to respond constructively to peer and supervisory suggestions and direction.
• Must be able to work independently.
• Reliable, professional, strong sense of discretion and ability to exercise sound judgement.

Last updated : 2024-06-13