Chapter Administrator at AFP - Permian Basin

Job Description

GENERAL ADMINISTRATION
Support the AFP-Permian Basin chapter and provide a friendly and timely response to all emails and routine correspondence from officers, members, prospects, corporations, and others by directing applicable inquiries, correspondence and messages to appropriate AFP-Permian Basin officers or committee chairs.
Provide routine mailing and shipping operations.
Maintain and update membership materials, process new membership applications according to AFP-Permian Basin procedures, and send out welcoming packets. Be sure that new members are recognized in the newsletter and forward new member information to membership and/or newsletter chairs as directed. Send out renewal notices by either email or regular mail, according to AFP-Permian Basin procedures, and process as they are returned by members. Send additional dues reminders to delinquent members.
Act as liaison between the chapter office and international headquarters. Insure that all reports required by headquarters are delivered on deadline, based on timeline and content provided by AFP-Permian Basin leadership.
Track and keep records regarding scholarship activity.
Communicate with the membership via email and regular mail as directed by AFP-PermianBasin leadership. Maintain a calendar of events, with appropriate links and deadlines.

DATABASE MANAGEMENT
•Maintain the records and files of the society as directed. Communicate with international headquarters regarding membership list.
•Maintain lists for board of directors and committees, and other lists as needed.
•Provide membership reports for conference calls and board meetings.
•Provide requested reports to designated officers, directors and committee chairs.

FINANCIAL/ACCOUNTING SERVICES
•Receive and promptly deposit funds paid to the association for member dues, programs, National Philanthropy Day income, sponsorships and donations. Provide general financial reports and other information to leadership following AFP-Permian Basin events asrequested.
•Process requests for reimbursement after they have been presented to and approved by the board of directors.
•Maintain checking and savings accounts, journals and ledgers and all information pertaining to these accounts, recording all deposits and reconciling bank statements.
•Pay all invoices in a timely manner as directed by AFP-Permian Basin leadership.
•Record and send out invoices and re-bill as necessary.
•Assist treasurer or CPA retained in preparation of the annual audit and filing of annual IRS Form 990. Coordinate with AFP-Permian Basin leadership regarding IRS correspondence.

WEBSITE
•Work with board members to improve interactivity and provide more robust content.
•Recognize sponsors in a timely fashion on website.
•Provide support to designated webmaster to maintain and update the AFP-Permian Basin website.

BOARD AND COMMITTEE SUPPORT
•Maintain a current roster of officers and board members. Provide administrative assistance to officers, directors and committee chairs as requested. Schedule conference calls as needed.  Provide board member notebook to incoming directors, content to be provided by AFP-Permian Basin leadership.
•Assist president in preparation of the agenda and any other printed meeting materials, including reports on financials, membership statistics, committee activities and conference planning.
•Email board packets (agenda, minutes and requested items) prior to meeting based on timely receipt of information.
•Assist secretary in distributing minutes to officers and directors.
•Provide monthly financial reports to chapter treasurer by the 10th of each month based on timely receipt of monthly bank statements.
•Provide support to committees by distributing information to committee members and maintaining records of committee reports and activities.

CONFERENCE AND MEETING SUPPORT
•Create and email monthly newsletter at least three weeks prior to meeting date, based on timely receipt of materials from officers and committee chairs.
•Work with the program chair to coordinate meeting space, food and beverage service, and audio visual equipment if needed.
•Record all registrations received online. Note any special requirements of attendees and fulfill special meal requests as needed.
•Provide pre-registrations list as requested. Supervise on-site registration and/or coordinate volunteers at registration desk.

Part time position, work from home opportunity. 4 hours a week for most months. Delivery of meals and
assistance at meetings is required.

How To Apply

To apply please send your resume to gheathington@midlandchildrens.org
Questions can be directed to the AFP PB President, Gail Heathington, at 432-498-2053

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