Meetings and Membership Coordinator

POSITION SUMMARY
The Association for Community Affiliated Plans (ACAP) seeks a Meetings and Membership
Coordinator to provide support for the administrative department’s Events and Membership
functions. Reporting to the Conference and Events Director, this position will assist in the planning
and execution of conferences and events hosted by ACAP while also gathering and analyzing data to enhance membership engagement and retention.

The successful candidate will excel in maintaining effective communication with diverse
stakeholders and possess strong organizational and interpersonal skills. This role demands a detail oriented individual capable of thriving in a dynamic work environment with the ability to work
independently under general supervision.

PRINCIPAL DUTIES AND RESPONSIBILITIES
The responsibilities of the Events Coordinator and Membership Analyst will include:

Conference and Events Coordination
• Assist in the planning and execution of events such as conferences and workshops.
• Attend and provide onsite support for ACAP hosted conferences.
• Serve as onsite liaison at select out of town ACAP hosted conferences, providing logistical
and administrative support.
• Craft and manage email communications for conference attendees, including
announcements and reminders.
• Maintain and update registration sites and web pages related to meetings, assisting in the
generation of registration reports.
• Collaborate with communications team to contribute to the design and development of
conference mobile apps.
• Keep event timelines current and accurate.
• Maintain ongoing communication with event speakers and presenters, coordinating
logistical details, letters, travel arrangements, and collecting presentations.
• Develop event participant directories, badges, and other registration materials for meetings.
• Collect and assemble materials for participant folders.
• Support the VP of Communications in posting meeting content to ACAP’s website.
• Monitor ACAP’s meetings email folder, ensuring timely responses to inquiries.

Membership Analytics and Administration
• Compile membership data to identify trends, patterns and growth opportunities.
• Create reports to monitor essential membership metrics.
• Administer surveys and collect feedback from members to evaluate engagement levels and
identify areas for improvement.
• Generate membership reports and extract data for analysis as needed.
• Investigate trends related to email opt-outs and unread communications.
• Summarize engagement with various ACAP events and products.
• Collaborate with colleagues to ensure alignment of responsibilities and streamline efforts.
• Facilitate clear, direct, and prompt communications with colleagues and members.
• Address member inquiries and resolve concerns in a timely manner.
• Maintaining a comprehensive procedure manual outlining all duties related to the position.
• Other tasks as assigned

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS
• Bachelor’s degree preferred or any combination of training and experience equivalent to a
bachelor’s degree or higher.
• Minimum of three (3+) years of progressive nonprofit and administrative experience.
• Proficiency in Microsoft Office Suite with an ability to become familiar with organization specific software.
• Highly proficient with Zoom, Microsoft Teams, Excel, PowerPoint, and Word.
• Familiarity with meeting management and mobile app software preferred, Aventri knowledge
desired. Prior use of association or contact management software, MemberSuite and Informz
preferred.
• Excellent organizational and project management skills, with strong attention to detail.
Previous experience in logistics and administrative support is required.
• Strong analytical skills.
• Advanced proficiency in Excel and substantial experience in PowerPoint and Word.
• Experience in meeting coordination and logistics, a plus.
• Ability to efficiently multi-task and adapt to changing priorities in a fast-paced environment.
Comfortable working independently with guidance and in a team environment.
• Excellent written and oral communication abilities.
• Possession of exceptional interpersonal and customer service skills. Ability to establish,
maintain, and foster positive and effective working relationships with those contacted in the
course of performing duties and responsibilities. Must exhibit the highest levels of
professionalism.
• Exceptional written and verbal communications skills with ability to effectively interact with
diverse members and participants.

ADA SPECIFICATIONS
• This position frequently operates in a professional office environment. The role routinely
uses standard office equipment such as computers, phones, photocopiers and filing cabinets.
• This position requires continuous walking, standing and moving about.
• Ability to travel both locally and overnight.

EXPECTATION FOR ALL EMPLOYEES
Successful candidates will support the organization’s mission, vision, and values by exhibiting the
following behaviors: excellence and competence, collaboration, innovation, professional demeanor, accountability, and ownership

ORGANIZATIONAL INFORMATION
ACAP represents 81 health plans, which collectively provide health coverage to more than 25 million people. Safety Net Health Plans serve their members through Medicaid, Medicare, the Children’s Health Insurance Program (CHIP), the Marketplace and other publicly-sponsored health programs. For more information, visit communityplans.net.

SALARY AND COMPENSATION
The salary range is commensurate with work experience and educational level. A competitive benefit package is offered.

Reports To: Director, Conference and Events
FLSA Status: Non-Exempt
Revision Date: New position developed June 2024
Work Authorization: Must be able to legally work for ANY employer in the U.S. without sponsorship.
Location: The position is located in Washington, DC., in person. Occasional travel (less than 10%).

Please submit resume and cover letter by July 2, 2024 to:
ACAPjobs@communityplans.net
Put “Meetings Membership Coordinator” in the subject line.

No phone calls. No staffing agencies or placement firms.

ACAP is an equal opportunity/affirmative action employer. All qualified applicants will receive
consideration for employment without regard to race, sex, religion, national origin, or any other
characteristic protected by law.

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