Operations Assistant

Along with the whole team at this dynamic small staff membership association, the Operations Assistant shares a commitment to deliver a vibrant, valuable and inclusive membership experience.  The Operations Assistant is responsible for supporting the daily operations of the organization, the Board and Executive Director as well as key activities and programs such as conference and membership.  The incumbent is responsible for efficiently managing the first line of customer service with intake of e-mails, mail, phone calls, and processing the daily bank deposits, conference registrations, vendor, and facility needs. The OA also provides administrative support to annual activities such as the nomination and election process, awards and scholarships.

Essential Functions and Responsibilities:

Customer Service

• Reads and responds or appropriately routes member and non-member e-mails through multiple association e-mail accounts in a timely manner
• Answers incoming phone calls and handles customer service phone calls from members and non-members
• Retrieves and responds to all voicemail messages received in a timely manner
• Processes membership and conference transactions over the phone

 Office Operations

• Updates the Policy & Procedure Manual of Board and ensures processing and tracking of HR paperwork
• Coordinates IT and technology support including printer/copier maintenance, handles office supply needs
• Prepares, processes, and submits daily online check deposits, and supports Finance on administration of accounts payable
• Other duties as assigned related to daily office and staff support

 Program Support

• Provides customer service support for annual conference, post-conference, and Continuing Education Certificate fulfillment and membership processing
• Processes conference registrations for faxed, and mailed applications, as well as over the phone, processes refunds and credit payments for conference registrations
• Provides advance and onsite support at conference and serves as the main point of contact for various committees and other ancillary groups
• Processes invoices and tracks program surveys, annual reports and other support as needed to the Accreditation Council for Art Therapy Education (ACATE) and Education Program Approval Board (EPAB)

 Board and Committee Support

• Provides support for Board meetings including logistics and vendor management, presentation support and other needs that may arise between meetings
• Supports ED with governance requirements in support of the Board
• Provides lead staff support to key working groups and committees such as support to annual process for awards, scholarships and the annual election