GENERAL DESCRIPTION AND JOB OVERVIEW

The Membership Coordinator is responsible for supporting members, running our Eye See...Eye Learn program at the Ontario Association of Optometrists and updating member data. Reporting to the Manager of Member Services, the Coordinator is self-starting and detail oriented. They are also a motivated person who excels at customer relations and has the ability to respond to member and public enquiries with professionalism.

CORE RESPONSIBILITIES

1.      Members Services

•       Support our members by updating their practice information and data in HubSpot. Assist them in accessing their member benefits, surveys, and resources

•       Oversee our Eye See...Eye Learn program which provides a free pair of glasses to children in Junior or Senior Kindergarten. You will work with our partners Onesight EssilorLuxottica Foundation Canada and Modern Optical Canada and connect them with our participating members

•       Track and evaluate all membership and renewal activities, including new members at all levels

•       Working with the Manager of Member Services to develop and implement membership tactics for retention of current members and growth of new members, with a focus on all membership career levels

2. Database Management

•       Using input from member surveys, upload and input data into our HubSpot Database

•       Serve as the HubSpot database expert on staff, importing data, creating dashboards, lists, and reports

3. Administrative and Other

•       Responding to queries from members and the public via phone, email, and other communication methods. Triaging requests, answering questions, and forwarding them to the appropriate OAO staff as needed

•       Webinar and event registration support

•       Support the Manager of Member Services with scheduling, travel and other administrative duties and logistics associated with member events, i.e.: educational, political, regional, etc.

•       Support the Manager of Member Services with the Partnership (Sponsorship) Package, supporting exhibitors at the Symposium and InfoMart and afterwards. Maintain and monitor the list of vendors and attendees.

KNOWLEDGE AND SKILLS

•       Strong oral and written communication and interpersonal skills

•       Strong organizational, time and project management skills

•       Ability to learn quickly and to handle sensitive information with discretion, while maintaining confidentiality

•       Computer proficiency with ability to navigate and maintain database records

•       Knowledge of Membership and Not-for-Profit Associations

QUALIFICATIONS AND EXPERIENCE

•       University or College Degree

•       Minimum three years office administration and customer service experience, preferably with a membership organization

•        IT literate, familiar using Word, Excel, PPT, CRM databases (HubSpot is an asset), spreadsheets, project management software and web applications, including email, e-marketing, e-survey

•        Able to attend events and other off-site function

•       Proficiency in MS 365 tools is an asset, i.e. tools such as SharePoint and Planner

Schedule:

•       8 hour shift

•       Day shift

•       Monday to Friday  three days in office