Employment Opportunity

Membership Information and Elections Associate

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Cambridge, MA

Headquartered in Cambridge, MA, the American Academy of Arts & Sciences is one of the nation’s most prominent honorary societies.  Each year, the Academy elects approximately 200 new members who are leaders in all fields and professions.

The nomination and election process is run by the Membership Information and Elections (MIE) department, which processes over 1,000 nominations each year and conducts 30-50 membership election conference calls culminating in the election of the new honorees. Please see our member pages here.

The MIE department also serves as the primary information source regarding Academy members. We are seeking a Membership Information and Elections Associate to work with the Director to coordinate all aspects of the annual nomination and election process as well as oversee data inflow and output.

 

MAJOR AREAS OF RESPONSIBILITY

  • Provide administration of the Academy’s membership database including, but not limited to:
  • Maintaining effective data maintenance and database standards.
  • Conduct periodic data review for accuracy.
  • Conduct data queries.
  • Process member information changes including address, title, affiliation, and other member data.
  • Provide training and assistance to other departments in proper database usage, organization, and retrieval.
  • Manage nomination and election logistics
    • Review and process nominations to ensure the accuracy and thoroughness of the Academy ballots.
    • Update and maintain nominee records in the database and the paper files.
    • Organize and prepare election materials for committee review, committee meetings, and conference calls.
    • Coordinate the scheduling of 30-50 membership and election conference calls.
    • Draft correspondence to members as necessary.
  • Work with the director, to plan and implement membership initiatives and special projects.
  • Serve as the first point of contact for questions or inquiries to the Membership Office.
  • May supervise the Operations assistant on Membership-related projects or delegated tasks as well as supervise temps or other part-time staff.
  • Additional responsibilities as assigned.

QUALIFICATIONS

  • Bachelor’s degree required, at least 3-5 years’ experience (preferably in admissions, registration, or a library setting)
  • Experience organizing, systematizing, and retrieving database information
  • Close and careful attention to detail.
  • Must possess initiative, outstanding oral and written communication skills, organizational skills, interpersonal skills, and proofing and editing skills.
  • Demonstrated experience in managing multiple activities and tasks in a high tempo environment.
  • Ability to learn quickly, prioritize, and work accurately with little supervision.
  • Ability to creatively problem-solve and be flexible to work in a changing environment; comfortable with nuance.
  • Strong interest and skill in fact-finding and research-based projects.
  • Facility with learning names and accuracy in presenting them.
  • Must be able to handle confidential information appropriately, and to engage with Academy members in a patient, poised and diplomatic manner. 
  • Proficiency in database querying, Microsoft Office (Excel, Outlook, Word), Adobe Acrobat, various document processing and database applications, and internet searches.