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.
Requirements
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.