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Operations and Credentialing Specialist

The National Grants Management Association is actively recruiting for a Operations and Credentialing Specialist to join our team. This role reports directly to the Executive Director and assumes responsibility for coordinating day-to-day frontline service to NGMA’s membership (approx. 4,500), event registrants, volunteers and corporate partners. As a member of the NGMA team, you will play a key role in NGMA’s trainings/meetings. The main responsibilities include:

Operations Support (75%)

  • Responds promptly to customer requests via phone and email, answering questions on NGMA programs and assisting them with payments, invoices, etc.
  • Responsible for documenting member communications regarding requests for change in member status.
  • Responsible for maintaining accurate record maintenance in the association database (MemberClicks).
  • Membership

o   Facilitates the processing of membership applications, renewal payments and invoices;

o   Manages reporting and follow-up communications to nonrenewals;

o   Works with mail house to send monthly invoices to nonrenewals;

o   Responsible for sending monthly email invoices.

  • Event Registration

o   Facilitates the processing of virtual and in-person event registrations;

o   Manage pre-registration and on-site registration for NGMA’s Annual Grants Training (AGT) and/or other in-person events.

  •     Accounts Receivable

o   Run monthly reports on outstanding invoices.

o   Responsible for communicating about and collecting on unpaid invoices.·        

  • Vendor Forms and Purchase Orders

o   Complete and manage tracking of vendor forms.

o   Track and collect on purchasing orders.·        

  • Other items

o   Opening and distribution of mail.

o   Assisting Executive Director with tradeshow logistics/support.

o   Ordering of office supplies for staff.

Certification Support (15%)·        

  • Assisting candidates with certification application and renewal processes;       
  • Working with Operations and Certification Manager to distribute and collect on renewal invoices;
  •  Working with Operations and Certification Manger to ensure that certification data is up-to-date and accurate;     
  • Provide support to CGMS Certification Council (as needed).

General (10%)

  • Demonstrate ability to solve problems, to manage systems and data, and to suggest appropriate solutions.   
  • Works alongside Database Management Specialist to make sure customer data and accounting reports are accurate. 
  • Other special projects as assigned by the Executive Director.

 Team Culture

All NGMA team members shall commit to work according to the Staff Values and

Definitions, including: 

  • Trust – Understanding everyone is competent and will get their job done. Assume positive intent.        
  • Learning and Growth – Everyone takes on the responsibility to learn and grow. We hold ourselves accountable for our own growth and learning.
  •  Vision – The ability to think about or plan the future with imagination and wisdom.      
  • Collaboration and Teamwork – Working together for a common goal. Helping others as needed to get the best result. Better together.       
  • Resourcefulness – Ability to find quick and clever ways to overcome difficulties and to solve problems.        
  • Respect – Treat others as you want to be treated.


You may be the ideal candidate if you thrive in fast-paced, entrepreneurial organizations that are quickly growing, where your impact is significant, and where you will work with a passionate team to carry out the work and move the mission forward! Your background should include:

  • Experience working within a non-profit association or nonprofit setting (especially small staff).
  • High school diploma required; minimum of Associate’s degree preferred.
  • Minimum of two years of professional experience in customer service.
  • Minimum of two years of nonprofit experience (association management preferred).
  • Strong customer/member service orientation.
  • Data management experience.
  • Ability to collaborate effectively both internally across departments and externally to achieve organizational goals in a professional and timely manner.
  • Demonstrated ability to effectively organize, prioritize and manage multiple tasks to ensure timely and accurate results.
  • Ability to travel out of state and overnight as needed (anticipated 1-2 times per year).
  • Have a team-player attitude and commitment.
  • Professionalism: Good judgment, ability to interact with all levels of staff, volunteers, and vendors, appropriate demeanor, confidence.
  • Advanced computer proficiency, including Microsoft Office Suite.
  • Ability to lift up to 40 lbs.

No phone calls please.

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