Member Services Administrator

Understanding the Role of the Member Services Administrator and the Ideal Candidate

Title of Position: Member Services Administrator

Location: South Kansas City/Possibility of Hybrid after 6 months

Hours per week: 32.5

Approximate Hourly Rate: $20 per hour

Benefits package available after 90 days

About Alpha Phi Omega

Alpha Phi Omega is a 501(c)3 nonprofit collegiate service organization headquartered in South Kansas City. It is the vision of our organization to be the premier, inclusive, campus-based leadership development organization through the provision of service to others and the creation of a community. The more than 525,000 members who make up the membership of Alpha Phi Omega are dedicated to developing themselves and others as leaders as they volunteer on their campuses and in their communities.

About the National Office Team

The Alpha Phi Omega National Office Team works each day to support the vision and mission of the organization through operational excellence and high professional standards. We believe that, in a successful team culture, it is essential that team members understand where their work fits into the total context of the organization’s vision and mission and are supported in their professional and personal growth.

The APO National Office Team brings broad skillsets and experiences to the table. We work collaboratively and with the following team norms always front of mind.

• Know Your Team
• Take Ownership
• Think Ahead
• Celebrate Others
• Act Intentionally
• Share A Vision
• Effectively Communicate

About the Role

Under the guidance of the Director of Member Engagement, the Member Services Administrator will perform a variety of department and office operational support responsibilities that are integral to the function of the National Office team. This position will be responsible for the gift entry and donor recognition, management and proper retention of donor and member data in the Fraternity’s database, as well as assisting leadership with administrative duties such as member correspondence, records management, scheduling and beyond.

A qualified candidate possesses a high degree of accuracy, analytical and cognitive skills. They are organized and timely in their management of projects and are independent. They are driven to learn and grow in the role and take ownership of the duties they oversee. They have well-developed interpersonal and communication skills when dealing with members and potential members, school officials, volunteers and other members of the National Office Team. They exhibit good judgment and are looking for ways to improve processes to the benefit of efficiency. They are willing to take on the fulfillment of repetitive and ongoing tasks.

This position will…

• Receive, review, and enter data into a database according to established & written procedures
• Manage, organize, store and access data
• Record, track and maintain donor gifts and member data in a timely and accurate manner
• Generate and manipulate database reports to support office operations
• Prepares and distributes member correspondence and donor recognition letters
• Receive, sort and route mail on a daily basis
• Digitally file and retrieve organizational documents, records and reports

The ideal candidate has…

• A minimum of a high school diploma or equivalent with 2+ years related experience
• Preferred: 2-5+ years of experience in data entry/administrative support
• Mastery of digital office tools such as Microsoft Word, Excel and Outlook
• Preferred: experience in Microsoft Teams
• Experience in any or all of the following: data entry, administrative support, member support

The ideal candidate is…

• Willing and dedicated to working as part of a team and adding value to team projects and discussions
• A lifelong learner who understands practices and procedures while exploring opportunities to improve efficiency
• Not afraid of challenges and able to be flexible during times/processes of growth and change
• Willing to undertake additional and possibly repetitive tasks as needed

Within 1 Month, They Would…

• Understand the mission, vision and strategic goals of APO
• Understand the programs and services supported by the Fraternity, as well as how they are supported by the National Office
• Establish relationships with other team members and seek to understand how those roles play into the bigger picture of the organization

Within 3 Months, They Would…

• Understand the processes and standards of the position and be able to deploy and complete duties based on the instructions provided
• Be able to effectively extract and manipulate data
• Be able to seek answers to customer service inquiries and provide helpful responses that educate members and volunteers

Within 6 Months, They Would…

• Be able to efficiently and accurately track and enter donor gifts and complete the gift recognition process
• Have a firm understanding of APO institutional knowledge and operations to better support members
• Be able to identify database errors and data input issues and seek support through the designated ticketing system.