The essential job functions listed below represent the primary duties and responsibilities of this job. This position will work closely with the VP of Finance and the lead Administrative Assistant. Other duties and responsibilities within the scope of this job may be assigned to the employee from time to time based on the strategic and operational needs of the organization.
Essential Job Functions and Duties:
Respond to member and corporate inquiries via email and phone related to payments and meeting registrations promptly and professionally using good judgment and grammar in all written interactions.
Investigate member and corporate inquiries related to payments or meeting registrations, identify and document the root cause and provide timely, effective resolution.
Document interactions, inquiries and transaction notes in member database (AMS).
Process and apply member and corporate payments, refunds, registration changes and donations in member database (AMS) and/or Quickbooks.
Generate transaction and registration reports from member database (AMS) and reconcile deposits to ensure all payments have been posted correctly.
Create annual dues statements and other invoices as required.
Maintain and update member profiles in member database (AMS) to mitigate duplicate records.
Monitor and research returned correspondence and update contact information in member database (AMS).
Provide virtual and onsite registration and member services support at both the Business of Retina Meeting and the Annual Meeting to include non-member approvals.
Monitor general email inboxes and disburse member email inquiries to the correct staff person.
Set up, monitor and manage phone tree to ensure that phone calls are routed directly to the correct staff person.
Receive and route all general main line phone calls to the correct staff person.
Additional tasks, as assigned.
College degree preferred; 1-2 years of experience in a professional association or customer service position that incorporated accounts receivable as a core job function.
Skills:
Excellent verbal and written communication skills
Strong interpersonal skills to include active listening, diplomacy, empathy and patience
Technical proficiency in:
Microsoft 365 with particular emphasis on Excel
Customer or member database programs/systems and/or
Accounting software with particular emphasis on Quickbooks
Merchant services credit card processing applications with particular emphasis on Authorize.net
Basic understanding of accounts receivable practices and procedures.
Ability to multitask, manage multiple inquiries at the same time and respond positively to changing priorities.
Excellent attention to detail and strong organizational skills
Team player mentality; willing to assist as needed and remain respectful of others time.
Curiosity and a strong desire to learn about business processes and organizational structure.
The American Society of Retina Specialists is the largest organization of retina specialists in the world, representing over 3,500 physicians in all 50 US states, the District of Columbia, Puerto Rico, and 63 countries. The Society serves as a national advocate and primary source of clinical and scientific information and education for its members. The mission of the American Society of Retina Specialists is to provide a collegial open forum for education, to advance the understanding and treatment of vitreoretinal diseases, and to enhance the ability of its members to provide the highest quality of patient care.
