Job Title: Program Coordinator

Reports To: Account Executive

Department: Association Management Services (AMS)

FLSA Status: Exempt

Classification: Full-time

Location: Remote (DE, MA, MD, MI, MN, MO, NC, NJ, OH, PA, TN, TX, UT, VA, WA, and WI)

*Application Requirements: All candidates must submit a cover letter along with a resume to be considered for the role.*

Who We Are:  

Talley Management Group, Inc. (Talley), is an employee-owned company who specializes in delivering innovative management solutions that empower associations, non-profits, and professional societies to thrive. We partner with organizations to provide full-service association management and outsourced services. Our tailored approach ensures that our clients achieve their goals, enhance member experiences, and create lasting impact within their industries.  

What We Do: 

Founded on a passion for excellence and collaboration, Talley is a leading association management company with decades of experience serving diverse associations. We are a team of dedicated professionals committed to fostering connections, driving growth, and delivering results. Guided by our mission and core values, we strive to be the trusted partner that organizations rely on to navigate challenges and achieve their mission. 

Position Overview: 

The Program Coordinator is a support resource for three association management clients. The Program Coordinator oversees client services that include membership, meeting, committee support, publications, communications, and general administrative services. This role primarily works with the Association Management, Meeting, Membership, and Accounting teams to provide excellent customer service and overall program support.

Key Responsibilities: 

Member Management

1. Manages new member approvals, including reviewing and verifying applications, confirming eligibility, liaising with relevant committees or staff for decision-making, and updating membership records to reflect approved status.
2. Oversees annual dues renewal process, including preparing and distributing renewal notices, monitoring payments, generating renewal communications, and updating renewal tracking.
3. Manages twice weekly data transfers between software systems.
4. Ensures data accuracy by reviewing, cleaning and validating records before distribution
5. Formats reports and datasets for internal teams, board presentations, and external partners.
6. Collaborates with internal team and external stakeholders to understand reporting needs and develop appropriate reporting templates.
7. Coordinates the logistics and tools for regular member outreach including surveys and other communication efforts.

Publications Support

1. Communicates with prospective authors, including acknowledgement of manuscripts.
2. Maintains and updates the publication project management tool to accurately track and update the status of manuscripts, abstracts and other key deliverables.

Committee Support

1. Schedules calls and manages calendar invites.
2. Distributes agenda and meeting materials.
3. Drafts, finalizes, and distributes meeting minutes, capturing key discussion points, decisions, and action items, and ensures timely follow-up.
4. Develops annual work plans, including input from committee leadership in alignment with organizational goals and timelines.
5. Supports initiatives of assigned committees, which may include scheduling and monitoring webinars, newsletter production and distribution, developing tracking reports, and facilitating communication among stakeholders
6. Collects, compiles, and formats committee reports for presentation at monthly and semiannual Board meetings, ensuring consistent formatting and clarity for board review.

Administrative Support

1. Manages day-to-day administrative functions of assigned programs and projects.
2. Responds promptly to telephone and electronic inquiries, providing timely and accurate replies and service.
3. Maintains organized office procedures and where possible, streamline office administrative activities.
4. Provides onsite conference and meeting support, including registration, badge creation, and customer service.
5. Updates and maintains website content within the AMS system, including posting news articles, updating event information, formatting bulk upload content, uploading resources, and ensuring pages remain accurate and visually consistent.

Perform all other duties as assigned by Supervisor.

Education Requirements: 

• Bachelor's degree in a related field preferred; high school diploma/GED required.

Experience Requirements: 

• AMC, association, or non-profit experience is strongly preferred, with 2+ years of association experience required.

Skills:

• Proficiency in Microsoft Office Suite and various AMC project management tools; Content Management Systems, Web-based membership management or CRM, online community platforms; database management experience is a plus.
• Knowledge of common web productivity applications or ability to learn such applications. 
• Strong time management skills with advanced data entry and document formatting to effectively collaborate with volunteer and staff leadership.
• Strong analytical, problem-solving, and strategic thinking skills. 
• Exceptional communication, interpersonal, and presentation skills, with ability to convey information in writing and verbally.  
• High ethical standards and integrity, with a commitment to providing outstanding customer service.
• Self-starter who is driven and has the ability to work independently with a problem-solving mindset and proactive approach to identifying and resolving issues.
• Exhibit a high level of attention to detail in order to produce accurate results. 
• Ability to work collaboratively in a team environment to support strategic direction.  

Core Competencies: 

• Organization and Time Management: ability to manage multiple tasks, prioritize effectively, and manage time efficiently to meet key deadlines
• Communication Skills: Strong written and verbal communication skills to interact with client(s) and colleagues
• Attention to detail: Accuracy in managing documents, data entry, scheduling, etc.
• Technical Proficiency: Familiarity with office software (e.g. Microsoft Office Suite) and client(s) CRM or project management tools
• Customer Service: Ability to interact positively and professionally with clients, customers, and other stakeholders
• Adaptability: Flexibility to adjust to changing tasks or environments in a fast-paced office setting
• Team Collaboration: Working effectively with other staff members and departments, often in supporting roles

Success Metrics 

• Accuracy and Attention to Detail: Low error rates in documents, data entry, and/or scheduling. Reports pulled accurately and efficiently
• Efficient Response Time: Respond to phone and email inquiries within 24-business hours
• Communication Effectiveness: Clarify and responsiveness of communications with internal teams, clients, and stakeholders

Physical Demands & Working Environment: 

• This is a remote position. 
• Percentage of travel (inclusive of Talley and client related obligations) – 5-10% 
• This role primarily involves desk-based work using a computer and standard office equipment. Employees must be able to sit or stand (based on preference) for extended periods, type and use a mouse, view a computer screen, and participate in virtual meetings. Occasionally, light lifting of items like laptops or small office supplies (up to 15 pounds) may be required. Employees are expected to maintain a comfortable home office setup and adhere to safety guidelines for physical needs, ensuring an efficient and productive work experience. 
• If travel is required, additional physical requirements include navigating airports, public transportation, and meeting locations, lifting luggage or equipment (up to 50 pounds), sitting or standing for extended periods, and adapting to various environments such as conference centers or client sites. 
• If an accommodation is required, individuals are expected to contact Human Resources to ensure Talley can provide the necessary support and ensure a safe, comfortable work experience. 

Benefits: 

• Health Insurance, including medical, dental, and vision
• 401K with Employer Match
• Employee-Ownership Program
• Employer paid Life and AD&D Insurance 
• Long-Term Disability
• Flexible Health Spending Account (FSA)
• Various voluntary benefit options
• Employee Assistance Program (EAP) 
• Semi-Monthly Internet Reimbursement
• Flexible Time Off 
• Paid Holidays 
• Winter Vacation
• Bonus Opportunities 
• Professional Development 

Talley is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. 

About Talley Management Group

Founded in 1987, Talley is an AMCI Accredited Association Management Company. Talley provides Full-Service Management to over 35 Associations and Professional Societies and consulting services and stand-alone meetings management to many other organizations. Our teams work hand in hand with our client partners' volunteer leadership to advance the mission of their societies. Our client-partners represent a variety of industries, including medical/healthcare, technology, engineering & construction, manufacturing, and business services.

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