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9 Feb 2023

Full-Time Member Services Administration Assistant

Green America – Posted by Green America Washington, District of Columbia, United States

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Job Description

Title: Member Services Administration Assistant
Supervisors: Member Services, Operations and Database Director & Senior Manager, Marketing and Communications for the Green Business Network
Salary: $51,000-$56,000
Start Date: Immediately
Location: Hybrid (2 days per week in our Washington, DC office)
Position: 32 hours per week (4 day workweek Monday-Thursday)

Green America is a non-profit organization dedicated to creating a just and sustainable society by harnessing economic power for positive change. Our unique approach involves working with consumers, investors and businesses on both the supply and demand sides of the market to build an economy that prioritizes the well-being of people and our planet. Our workplace reflects our goal of creating a more cooperative, environmentally sound economy. We have a participatory decision-making process, which aims to build consensus within the departments and teams.

This is a dynamic position in an exciting organization. The Member Services Administration Assistant is a key liaison with our members—both our individual members and our business members. This is a hybrid position requiring half-time (2 days per week) in our Washington, DC office.

Duties and Responsibilities:

Individual Membership Liaison

  • Provide answers and process requests via email and phone within one business day. Work with internal staff as necessary.
  • Mail members thank you notes and special requests like additional publications (weekly).
  • Manage and update the Members Services Handbook.

Green Business Network (GBN)

  • Respond to all business member inquiries (email and phone calls).
  • Execute welcome process for new business members, including a personalized welcome email and follow-ups on Green America’s Green Business Certification and GreenPages.org Member Profile creation.
  • Assist with direct mail and fulfillment.
  • Assist with all communications work as needed, including assisting with web/e-newsletter content and engaging with members-only Facebook and LinkedIn Groups.
  • Enter all member payments into membership database (Salesforce) and report on financials to GBN team and Accounting.
  • Make all database updates as needed, including new records, returned mail, and GreenPages.org Member Profiles.
  • Conduct targeted outreach via phone and text to lapsed members to re-engage them and/or mark as cancelled or out of business.
  • Assist with lead generation and outreach to potential new business members.

Correspondence with our Recurring Donors

  • Call and/or email recurring donors when their account information needs updating.
  • Persuade recurring donors to reduce their gift instead of canceling membership.
  • Send out thank you gifts to recurring donors as needed.

Data Entry, Operations, and Analysis

  • Sorting all incoming mail and distributing it to the proper people in a timely manner in the format agreed to by each member of the Coordinating Team. Process returned mail.
  • Manage inventory of office supplies and department premiums, reordering when needed.
  • Sorting returns from caging company and making sure that member preferences are entered into the membership database (Raiser’s Edge). Follow up with specific member questions.
  • Enter/process information in membership database (Raiser’s Edge), including address changes and workplace gifts.
  • Provide back-up to process batches from data entry company to assist Operations department, as needed.
  • Code incoming mail for data entry and accounts receivable
  • Prepare, coordinate, and approve mailings with vendors for renewal reminders (bimonthly)
  • Coordinate mailings with vendors for:
    • Welcome Kits and letters (bimonthly)
    • Thank you letters for renewal payments (bimonthly)
    • Thank you letters for special gifts payments (bimonthly)
    • Sustainer bad credit card letters (monthly)
    • Yearly tax mailing
  • Fulfill thank you gifts and online shopping cart orders within three business days.
  • Document and update CRM processes.
  • Maintain “Do not mail” list.

Participation in Green America Cross Departmental Teams

  • The success of our work and the strength of our organization depend on the voluntary participation of staff from all levels of the organization in various cross departmental teams, in addition of the core responsibilities of each staff position. While staff are not required to participate in a voluntary team ever year, we do depend on volunteers throughout the year for teams such as: Space Team; Operating Plan & Budget Team; Justice, Equity, Diversity, and Inclusion (JEDI) Team; Pulse Survey Team; and the Fun Days Team.

Other duties as assigned.

Qualified candidates should have:

Note: Experience doesn’t always look the same. Skills are transferable, and passion is important. Please tell us how your experience can lead to success in this position.

  • Pleasant, helpful, respectful, and approachable personality.
  • Ability to multi-task, prioritize, work independently, meet deadlines, and remain focused and calm.
  • Openness to constructive feedback and willingness to learn best practices from teammates.
  • The desire to understand how and why processes are in place, and the curiosity to find the cause when a process breaks down.
  • The motivation to improve processes, speak up in meetings, and make recommendations.
  • Strong attention to detail and efficient organizational skills.
  • Strong writing skills with an emphasis on professional yet warm letter- and email-writing.
  • Proficiency in Microsoft 365.
  • Aptitude to enter and change data in our membership database. We currently use Raiser’s Edge, Salsa Labs, Salesforce, and Charity Engine.

Benefits include:

  • Being part of a dynamic, innovative team to build the green economy for all people
  • Competitive salary and salary transparency
  • Participatory workplace in which staff have a voice in key organizational issues
  • Four-day workweeks, Monday-Thursday
  • Socially & environmental responsible retirement plan options
  • Pre-tax Metro benefit card (savings on local DC transportation)
  • Medical, dental, disability insurance, Flex Spending Account (FSA)
  • Paid vacation, sick and dependent care leave
  • Paid parental and long-term care-giver leave

Green America is an equal opportunity employer. Women, people of color, LGBTQ individuals, people with disabilities, and veterans are encouraged to apply. All qualified applicants will receive consideration for employment without discrimination regarding: actual or perceived race, color, religion, national origin, sex (including pregnancy, childbirth, related medical conditions, breastfeeding, or reproductive health disorders), age (18 years of age or older), marital status (including domestic partnership and parenthood), personal appearance, sexual orientation, gender identity or expression, family responsibilities, genetic information, disability, matriculation, political affiliation, citizenship status, credit information or any other characteristic protected by federal, state or local laws. Harassment on the basis of a protected characteristic is included as a form of discrimination and is strictly prohibited.

How to Apply

To Apply: Send resume and cover letter to [email protected] with the subject line “Member Services Administration Assistant”

Job Categories: Environmental. Job Types: Full-Time. Job Tags: Administrative, Communications, customer service, and data entry. Salaries: 40,000 - 60,000.

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