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Member Services Coordinator
Call for Applicants and Job Description
The Visual Resources Association seeks proposals from individuals who
wish to provide membership coordination services for the Association. The
services will be provided on a contractual basis with an agreed upon fee
per year. The schedule for payment is negotiable. The work (detailed
below) involves up to five hours per week maintaining the membership
program. Certain times of year may require an increase in time depending
on the level of Association activity. The fall season includes the
preparation of membership renewal information and the processing of
annual renewals. The winter season includes working with the Vice
Presidents and Secretary to set up online forms in MemberClicks in
preparation for the VRA annual conference. Ongoing projects include
responding to membership interest and the management of the VRA LISTSERV.
Office supplies and other expenses (e.g., long-distance phone, postage)
will be covered by VRA, but the contractor must provide computer and
printer.
A one-time task will be the initial implementation of online membership
renewal services through MemberClicks, which should be in place for the
fall membership renewal drive in September. This will include providing
notification to members of account information and initial support and
assistance for members as they begin to use their MemberClicks accounts.
We anticipate that this will be undertaken during the summer of 2005.
The successful candidate will be familiar with web-based databases, data
entry, data back-up procedures, and data searches. With the further
expansion of electronic association management options in the upcoming
months, future duties may include creating new online forms; thus,
knowledge of html and online forms is required. Good communication
skills, both written and verbal, are needed as the candidate must be able
to provide articulate assistance via e-mail and telephone supporting
LISTSERV and MemberClicks usage, and other membership issues.
Program Maintenance
* Coordinate with MemberClicks regarding membership services.
* Oversee membership database.
* Process membership applications and set up new members in MemberClicks.
* In select cases (e.g. subscription service memberships), process
applications, prepare and mail out receipts for payments and invoices for
missing payments.
* Prepare a financial report to accompany payments not processed online
that are sent to VRA Treasurer.
* As LISTSERV Manager: Update LISTSERV with any new members or VRA-L
subscriptions, changes to email addresses, or deletions of non-members;
respond to inquiries about LISTSERV subscription. VRA-L will reside at
the University of Arkansas. Chris Hilker will serve as local contact.
* Send welcome letters to new members.
* Respond to inquiries about membership services from any source.
* Prepare and mail out membership renewal mailing
Membership development
* Respond to inquiries from prospective members.
* Send membership information to prospective members via mail and e-mail.
VRA Bulletin
* Receive and process back orders of the VRA Bulletin.
* Inform VRA Bulletin Editor of claims for missing
Bulletins/verify payment status for claims received by
Bulletin Editor.
* Communicate with Subscription Services regarding status of
Bulletin claims and to obtain missing information for memberships
submitted through Subscription Services.
Administrative duties
* Maintain financial records and report regularly to the VRA Treasurer.
* Generate and send out mailing labels as requested by vendors; prepare
invoices and receipts for payments.
* Prepare quarterly reports for the Executive Board.
Management Services
* Assist with creation of MemberClicks forms as needed (conference
vendor/exhibitor registration, conference volunteer forms, and conference
audio-visual request forms, for example).
Proposals should include a response to the proposed services, an
estimated fee, resume, and three references by May 27, 2005. Send to
Kathe Hicks Albrecht, VRA President (see address below). Proposals may be
sent electronically in Word or RTF format to Ms. Albrecht
at [log in to unmask]
Kathe Hicks Albrecht
Visual Resources Curator
American University
Department of Art
4400 Massachusetts Avenue NW
Washington, DC 20016
202-885-1675
[log in to unmask]