JOB DESCRIPTION: Membership and Administrative Coordinator 

Interested candidates should submit a cover letter and resume to mneesmit@charlotte.edu.** 

The World Affairs Council of Charlotte (WACC) was founded in 1983 as an outreach program of UNC Charlotte and its Office of International Programs. We arel located on the UNC Charlotte campus. As a non-profit, 501 (c) (3), non-partisan organization, it is supported by private funding from individual and corporate member dues and contributions. Serving as a regional center for education and discussion of world affairs, the Council seeks to provide leadership for global thinking, believing that a broad perspective is necessary for effective competition in the global economy and responsible citizenship in an increasingly interdependent world.

The Council seeks an energetic, creative, dynamic, and organized individual to serve as Membership and Administrative Coordinator. The candidate must be able to manage multiple responsibilities in a fast-paced, deadline-oriented, non-profit office environment.   

Essential Job Duties

This position performs a wide range of tasks in support of programming and membership initiatives as well as general support in other areas instrumental to the operations of the organization. Duties include management of all individual membership campaigns, providing administrative support for monthly programming and educational outreach initiatives, administrative and bookkeeping responsibilities. 

Individual membership and administrative duties are the foundation of the Council and all programs. The Membership and Administrative Coordinator will lead recordkeeping and the daily operations of the office. During large annual events or visits by distinguished international experts, all staff will contribute to program preparation and breakdown. Special projects may also be assigned for community programs or initiatives.

General duties and responsibilities will include:

Membership:

• Maintain a CRM database of individual and corporate members, including data entry and report development
• Create membership renewal reminders on a monthly basis
• Manage information dissemination for membership, including the writing, printing, and sending of mass mailing documents, Constant Contact email notifications, and reminders
• Follow-up with prospective members by email, phone, and mail with any requested information
• Process payment information and acknowledge membership renewals
• Send “Thank You” letters and follow-up materials after membership renewals are received

Office Management/ Administration:

• Maintain supply inventory for entire office, includes soliciting requests, placing orders, distributing supplies, and communicating with Council finance contact about payment
• Generate, copy, and distribute needed office forms such as return labels, letterhead, credit card forms, and fax forms
• Maintain equipment, troubleshooting for computer and other office equipment
• Help around the office without being specifically instructed to do so; keep the office space neat and ordered
  

Programming:

• Represent the Council at WACC events and provide information and promotional materials
• Serve as primary contact for WACC event registrations
• Assist in set-up and check-in processes at all WACC events
• Maintain records of attendance at every event along with income and expenses for each program
• Generate program materials and documents as needed (name tags, tabling, awards, etc.) 
• Perform post-program assessment and create final reports
• Provide logistical and administrative support for two annual fundraisers – World Citizen Award Dinner, Joint WorldQuest/Academic WorldQuest
• Collaborate with the VP, Programs & Education on educational outreach initiatives as needed
• Provide transportation for speakers to events on a rotational basis with other staff
• Work together with the Associate Director, Programs and Development to develop programming for the WACC’s young professionals group, Young Professionals of the World Affairs Council of Charlotte

Bookkeeping:

• Process and enter all payment data received (cash, credit, check) into QuickBooks (accounting software)
• Coordinate with WACC bookkeepers and accountants
• Maintain WACC accounts and perform transfers to bank account
• Maintain monthly accounting folders; deposit received checks as needed
• Issue and send checks, invoices, and receipts as needed/requested
• Prepare financial reports from Quickbooks as needed

The ideal candidate will have the following credentials:

Minimum Requirements:

• Bachelor’s degree is required 
• Excellent written and verbal communication skills
• Ability to follow direction and exceed expectations on outcomes
• Capacity to multitask and block-task effectively and efficiently
• Excellent organizational skills and attention to detail
• Knowledge of and experience with social media and technology applications
• Knowledge and understanding of international and current issues
• Familiarity with the Charlotte region and local business community
• Ability to work in a team environment as well as independently as needed
• Ability to professionally work with a wide range of constituencies, including top level corporate executives and community leaders
• Demonstrate strong project management skills, with an ability to lead multiple projects and to plan, prioritize, and make decisions autonomously.
• Must have experience and working knowledge of the Windows operating system and Microsoft Suite applications, including Word, PowerPoint, Publisher, and Excel
• Availability for evening and occasional weekend programs when needed
• Must have reliable transportation and the ability to commute to office at UNC Charlotte and to off-site programs

Preferred Qualifications:

• Bachelor’s degree, preferably in finance/accounting/business/communication/PR/international-related field (recent college graduates welcome)
• Knowledge of (preferred) or ability to quickly learn Constant Contact email/event service or similar 
• Knowledge of (preferred) or ability to quickly learn QuickBooks and general bookkeeping/ accounting 

This position includes the following benefits:

• Health, dental, and vision insurance
• Three weeks vacation
• Up to 3% employer match on retirement plan

Salary range: $35,500+ dependent on experience  

**Interested candidates should submit a cover letter and resume to mneesmit@charlotte.edu. **