NAE Membership Associate

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

NAS Building

National Academy of Sciences Engineering Medicine

The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

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Full time

Overview: Assists membership director with the organization’s program to serve its members, maintain the membership database and other records for its members. Provides advanced administrative and technical support for meetings and other membership activities. Coordinates projects, including preparation of materials, and may provide basic technical support related to digital media, audio-visual coordination, database maintenance, and other hardware and software support for membership services. Assists with supervision of membership assistants.<br /><br />Under general supervision, incumbent provides complex administrative and technical support for membership-related functions and activities. Work requires continuous use of detailed knowledge of organizational operations, procedures, and staff. May establish processes/procedures to ensure the effective and efficient operation of routine support functions. Leads and mentors support and temporary employees.<br /><br />
Responsibilities: <ul> <li>Provides primary support for membership records and related database of elected members and international members. Responsible for all data entry and maintenance of NAE&rsquo;s membership database and update to members&rsquo; committee appointments. Participates in institutional membership user group meetings for continued development of the shared database system with NAS/NAM/NRC. Works with database conversion team to review and develop standards of practice for academy membership departments.</li> <li>Assists with coordination of logistical arrangements for meetings and other events and activities. Support for Annual Meeting includes working closely with the chairs of 12 NAE Sections on section meeting preparations, logistics &ndash; AV, section dinners, ensuring agendas and minutes of meetings are submitted and posted on section pages. Monitors and prepares reports on new member registrations, hotel reservations, and formal dinner RSVPs. Oversees preparation and schedule for the Information Desk and on-site staff volunteers. Assists Director with the Anniversary program during the meeting. Works with AV staff and photographer to record the meeting. Obtains photographs for posting to the website and print copy distribution to members.</li> <li>Administers New Member program from election through induction ceremony and related activities &ndash; notifications to congressional reps and embassies. Works with executive office on follow up with new business members project. Responsible for all preparation aspects and execution of the new membership class induction ceremony.</li> <li>Creates and maintains web-based and other electronic databases and resources. Carries out assigned projects using customized database system and other database tools. Monitors data integrity and performs data entry, generates reports, and prepares membership data analyses. Provides support for web sites and reviews web content. Fulfills forgotten password requests for member site.</li> <li>Creates computer-based files for both print and electronic publication to support member service activities and may execute layout and design. Creates computer-based presentations. May record presentations and events in audio and video formats. Coordinates or executes set-up of audio, visual, and computer needs for meetings and events. May research/advise membership office on audio, video, and computer requirements and purchases.</li> <li>Responsible for directory verification program and assists with proofing and finalizing of Directory for online (daily) and printed (yearly) publication.</li> <li>Coordinates services for members while onsite (for example, may oversee a members&rsquo; center). Greets and assists members, and ensures that their needs are met.</li> <li>Supervises or assists with supervision of membership assistants.</li> </ul> NONESSENTIAL JOB DUTIES<br /> <ul> <li>Related duties and special projects as assigned.</li> </ul>
Requirements: <strong>Required Knowledge, Skills, and Abilities: </strong>Preferred: Experience with database transitions, basic knowledge of SQL,, relational databases, Impexium platform. Required: keen awareness for data integrity. Must maintain regular and open communications within team. Ability to solve intellectual problems of some variety and <span class="WLL2">complexity.&nbsp;Ability</span> to exercise some latitude for independent judgment and <span class="WLL2">action.&nbsp;&nbsp;Related</span> computer and&nbsp;technology <span class="WLL2">skills.&nbsp;Experience&nbsp;working</span> in complex environments with a high degree of organizational <span class="WLL2">effectiveness.&nbsp;&nbsp;Ability</span> to work successfully in a team <span class="WLL2">environment.&nbsp;&nbsp;Ability</span> to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Ability to timely and effectively communicate the progress and completion of projects/tasks with members and internal staff involved. Excellent written and verbal skills with a proven ability to effectively interact with all levels of employees.<br /><strong>Minimum Education/Training Requirements: </strong>High School Diploma. GED, or equivalent knowledge.<br /><strong>Minimum Experience:</strong> Six years of related professional experience.<br /><strong>Physical Capabilities: </strong>Ability to work at a computer for extended periods of time.<br /><strong>Required Licenses, Certification or Registration: </strong>None.<br /><strong>Supervisory <span class="WLL2">Responsibilities/Controls:</span></strong> Reports to Director, Membership. Sets objectives with supervisor. May supervise Membership Assistants.<br /><strong>Work Environment: </strong>Office environment with occasional travel between National Academies&rsquo; facilities and to off-site locations.