WSHJA Member Services Data Management | Job Description
The WSHJA Member Services Data Management position is responsible for capturing, tracking and maintaining all membership and horse recording data, providing it in required format to support WSHJA’s delivery of membership benefits.
Essential Duties
1)Collect and process membership and horse recording applications submitted to WSHJA throughout the membership year.
2)Maintain Membership information (address updates, change between awards programs, answer questions regarding membership status)
3)Maintain member data in a manner that enables membership data to be provided as necessary in support of WSHJA’s member benefits including but not limited to:
- Flying Changes
- Prize List Mailings
- Email Communications
- Points Accrual
4)List Creation and Tracking (Current members, past members, non-members, am/jr/pro/non-showing, training stables across WA, OR, BC)
5)Membership Communications including:
- Email confirmations of membership and horse recordings
- Membership Card
- Membership Roster
- All correspondence directly pertaining to membership status
6)Beyond members, maintain data on:
- Training Stables
- Professionals (all regardless of membership status)
- Extended Community (sponsors, fans, parents…)
7)Report to Board on a regular basis the membership stats
Please note: The current Member Services Chair built a custom Member Management System (database) to integrate the member and horse recording data to fulfill the requirements of this position. This system, however, is not available for future use. As such the individual applying for and accepting this position needs to be comfortable creating their own database/data management system.
It is possible to use the Points Management System, OrgPro, however the applicant must also be applying for the Points Chair position as only one individual can access OrgPro.
Qualifications:
Computer skills including Excel and possibly database software
Meticulous and Conscientious – responsible for the accurate and timely capturing of ALL membership and horse recording data to keep an accurate log of who has a current membership, type of membership, and awards program enrollment.Currently WSHJA uses Constant Contact to process its online memberships and horse recordings. A previous familiarity with Constant Contact is a plus but not a requirement as it is easily learned.
Communications Skills & Customer Service Oriented– must be able to communicate with members of all ages and familiarity with WSHJA’s bylaws pertaining to membership. Must be able to answer all questions pertaining to membership – rules, qualifications, etc. Must report to the Board in regard to Membership issues and concerns regarding points.
Detailed Job Description
1)Upon receiving membership applications and/or horse recording forms (online,fax or mail) enter member and horse info into data management system of choice.
2)For 2014, the online system will be updated and activated. For future years, this will be the responsibility of this position
3)Upload rosters (membership & horse) to website regularly.
4)Supply roster with additional information to Points Chair.
5)WSHJA’s accountants handle all financial transactions.
6)Send confirmation emails to member applicants.
7)Generate and send membership cards which includes beginning date of membership.* This may/may not need to continue
8)Pull lists as needed/requested by Show Manager, Marketing Chair, Banquet Chair, Board, etc.
9)Send lists of current members to Flying Changes.
10)Regularly check MemberServices email and address all issues regarding membership. Correspondence includes answering membership related questions, correcting discrepancies, resolving possible issues and/or directing members to the correct contact person.
11)Process any awards program changes between State and National that have been submitted prior to June 1st. Report any changes to Points Chair.
Optional: Provided as a volunteered service
1)Using Constant Contact, or email communications of choice, send reminder emails to renew membership.
2)Generate and implement strategies to increase membership numbers.
3)Support Marketing Chair to generate personalized, targeted communications.
Position is paid under terms of an annual contract of $5,500*. Estimated time involved 350hours highly concentrated in December to April. *Actual Amount depends on mutually agreed upon deliverables.