Member Services Coordinator

This is a full-time, fully onsite position based in the Aerospace Medical Association’s North Palm Beach, Florida office. This position is not remote or hybrid. Candidates must currently reside within commuting distance or be prepared to relocate before the anticipated December 1, 2026 start date. ABOUT THE AEROSPACE MEDICAL ASSOCIATION The Aerospace Medical Association (AsMA) is a professional membership organization dedicated to advancing aerospace medicine and related disciplines. AsMA brings together physicians, nurses, scientists, human factors specialists, researchers, and other professionals working in aviation, space, military, government, academia, and industry. POSITION SUMMARY The Member Services Coordinator provides day-to-day support for AsMA’s membership, journal subscription, and Annual Scientific Meeting registration functions. This position serves as a primary point of contact for members, subscribers, meeting registrants, and other customers. Responsibilities include maintaining accurate records, processing payments and invoices, responding to inquiries, and providing timely and professional customer service. This is a full-time, non-exempt position based in AsMA’s North Palm Beach, Florida, office. This position is not remote or hybrid and reports to the Deputy Executive Director. COMPENSATION AND SCHEDULE $31.00 per hour 37.5 hours per week Approximately $60,450 annually before overtime Target start date: December 1, 2026 KEY RESPONSIBILITIES Membership and Customer Service Serve as a primary point of contact for members, prospective members, subscribers, meeting registrants, and other customers. Respond to inquiries by telephone, email, and through AsMA’s online systems in a timely and professional manner. Assist members with applications, renewals, account access, profile updates, membership status, and member benefits. Process membership applications and renewals and maintain accurate membership records. Prepare membership certificates, membership cards, reports, mailing lists, rosters, renewal reminders, and related materials. Support efforts to maintain accurate and complete member data. Work with AsMA’s information technology provider to identify, document, test, and resolve issues involving the member services platform. Annual Scientific Meeting Registration Coordinate with Undersea and Hyperbaric Medical Society staff and other assigned team members to support registration for the combined Annual Scientific Meeting. Process registrations, payments, cancellations, refunds, substitutions, and other registration-related transactions. Respond to attendee questions and assist with registration issues before, during, and after the meeting. Assist with registration reports, meeting materials, supplies, inventory, shipments, and other preparation activities. Provide onsite registration support during the Annual Scientific Meeting. Journal Subscriptions Process journal subscription orders, renewals, invoices, and payments. Maintain accurate subscriber records and respond to subscription-related inquiries. Coordinate with appropriate staff and vendors to resolve subscription and delivery issues. Billing, Payments, and Order Fulfillment Create invoices as needed and process payments received by check, electronic payment, or credit card. Maintain assigned accounts receivable records and follow up on outstanding balances. Research and resolve payment discrepancies. Process and fulfill orders for publications, merchandise, and other AsMA products. Maintain accurate transaction and fulfillment records. Committee and Administrative Support Serve as staff liaison to the Membership Committee and Registration Committee. Prepare materials, reports, and other information needed to support committee activities. Maintain written procedures and continuity documentation for assigned responsibilities. Provide general administrative support as assigned by the Deputy Executive Director and Executive Director. REQUIRED QUALIFICATIONS High school diploma or equivalent and at least three years of relevant administrative, customer service, membership, registration, or related experience; an equivalent combination of education and experience may be considered. Experience maintaining detailed records in a database, association management system, customer relationship management system, registration system, or similar platform. Experience processing payments, invoices, or accounts receivable transactions. Proficiency with Microsoft Outlook, Word, and Excel. Strong written and verbal communication skills. Strong customer service and interpersonal skills. Excellent attention to detail and organizational skills. Ability to manage multiple priorities and meet deadlines. Ability to exercise sound judgment, maintain confidentiality, and work collaboratively with staff, members, volunteers, vendors, and other stakeholders. PREFERRED QUALIFICATIONS Experience working for a professional association, nonprofit organization, or membership-based organization. Experience with association management systems, event registration platforms, databases, or electronic payment systems. Experience supporting a conference, convention, annual meeting, or similar event. WORK REQUIREMENTS This position requires regular, full-time work in AsMA’s North Palm Beach office. Occasional travel and work outside regular business hours will be required, particularly during Annual Scientific Meeting registration and the meeting itself. The position may occasionally require lifting and moving materials weighing up to 25 pounds.