Membership Associate - Rosemont, IL

Publish Date: 6/20/2026
Req Number: 127284
City: Rosemont
State: IL
Zip Code: 60018

Description

Position:      Membership, Associate      Status: Exempt

Reports to:  Engagement and Retention Manager, Membership

Overview:
The Membership Associate reports to the Manager, Member Engagement and Retention and supports the membership application processes and member record administration across all categories; maintaining integrity of customer relationship management (CRM) data; promoting member benefits; supporting the department’s engagement initiatives; and maintaining file archive processes. The Membership Associate provides daily customer service for member-generated inquiries; coordinates the mailing list request and data research request processes; responds to general membership inquiries; and provides backup support to the receptionist.

The Membership Associate also performs other related duties or projects as assigned by the Manager, Member Engagement and Retention and/or AED, Governance & Membership.

Qualifications:
  • Proficiency in data entry and Microsoft 365 applications; ability and willingness to learn Association management software and new systems
  • Strong organizational, communication and customer service skills, with ability to tailor tone for a professional, credentialed audience
  • Strong attention to detail and commitment to accuracy
  • Ability to maintain flexibility in managing multiple priorities
  • Maintain quality output and timely responsiveness
  • Comfortable working with defined processes and systems; follows procedures consistently
  • Bachelor’s degree preferred
  • Prior professional membership association or customer service experience a plus

Key Accountabilities:
  • Membership application and member record administration
  • CRM data integrity administration
  • Mailing list request and member data inquiry coordination
  • Promote member benefits through daily member inquiries
  • File archive management
  • Receptionist backup

Detailed Description of Key Accountabilities:
 
  • Membership application and member record administration
  • Coordinate and support all aspects of membership application, onboarding, renewal and status change processes across all membership categories including thorough review of application data; updating database to reflect application data; creating membership orders; communicating with members about dues balances; and communicating with members about status changes.
  • Serve as a primary point of contact for general membership inquiries and provide accurate information.
  • Follow established workflows, procedures and checklists and elevate exceptions, discrepancies or policy-related questions to Manager.
 
  • CRM data integrity administration
  • Process member account updates received (verbal and written).
  • Review scheduled (weekly, quarterly, and monthly) data integrity reports.
  • Review Association returned mail and update database with new contact information; Communicate with members to verify contact information if not provided by mail delivery service.
  • Maintain accurate member records across all membership categories and support CRM data quality initiatives.
 
  • Mailing list request and member data inquiry coordination
  • Coordinate and support all aspects of internal and external mailing list and data research request processes, (including AAOMS Today, AAOMS Advantage partners, and OMSNIC membership roster reports).
  • Communicate progress of requests to Manager; escalate requests that fall outside of established policies or procedures for review.
  • Review received mailers for alignment with approved content and notify Manager of discrepancies.
 
  • Promote member benefits through daily member inquiries
  • Maintain foundational knowledge of membership categories and benefits through ongoing training and collaboration with Association staff.
  • Educate prospective and current members about membership categories and benefits, and coordinate with other departments when additional input is needed.
  • Support member engagement initiatives as directed by Manager.
 
  • File archive management
  • Responsible for file maintenance of all membership records (hardcopy and digital)
  • Archiving of membership records (past and present) to document management system
 
  • General responsibilities
  • Required to complete training for the Association switchboard and provide receptionist backup support as needed.
  • Proactively communicate operational issues, workflow/process challenges and other concerns to Manager.
  • Support membership-related projects, including dues mailing projects, member directory verification form processing, state relocation compliance processes, post-Annual Meeting mailing projects, membership status verification inquiries, membership certificate generation, dues receipt generation and other membership administrative activities as assigned.
  • Limited travel may be required to support AAOMS conference or practice management events, based on departmental priorities and staffing needs.
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Equal Opportunity Employer