Job Description

PURPOSEThe Membership Assistant provides administrative and operational support to the membership department and the CPS Residents Section. This position acts as the first point of contact for members, customers and visitors and is responsible for answering their questions or directing them to the appropriate individual in the organization.RESPONSIBILITIES Membership

• Administer the annual membership dues process, including updating the database, sending email and paper invoices, processing payments and answering questions from members
• Ensure accuracy and timeliness of demographic and other information within membership database
• Apply CPS policy to requests for changes to categories and fees
• Process new applications for, and resignations from membership
• Provide regular updates to Board members on changes to membership roster
• Communicate with current and new members as directed (i.e. welcome and congratulatory letters, etc.)
• Administer annual resident update, including contacting paediatric programs for current information and moving members through the graduated billing cycle
• Develop material and coordinate mailing of new member packages to first-year residents
• Maintain up-to-date information on Royal College new certificants in paediatrics
• Assist the Manager, Membership with membership recruitment & retention program and other projects as needed
• Send Healthy Generations receipts and thank you letters to donors.
• Respond to member requests received by phone, e-mail and mail

Residents Section

• Coordinate residents section activities at the Annual Conference
• Administer the residents travel bursary and section grants
• Update the Elective Registry annually
• Coordinate the election of the resident executive and confirm the representatives at each program
• Update the resident's PowerPoint presentation and webpages as needed
• Send newsletters and other messages to trainees members

Reception

• Answer the main phone line and direct calls appropriately
• Greet guests and direct them to the appropriate staff
• Sign for courier packages

Other duties as assigned to meet the business needs of the organization.EDUCATION, PROFESSIONAL DESIGNATION(S) & EXPERIENCE

• Post-secondary diploma / degree in related field or 2 to 3 years related experience
• Not-for-profit experience preferred

ESSENTIAL SKILLSThe Canadian Paediatric Society (CPS) uses the Microsoft Office suite of products and all staff are required to be proficient in the use of these tools.

• Bilingual essential - English / French - strong oral, comprehension and written skills
• Experience with association management system, CRM or similar database
• Advanced knowledge of Microsoft Outlook, Word, Excel and PowerPoint
• Excellent customer service skills
• Superior organizational skills
• Able to effectively prioritize work flow and meet deadlines

PERSONAL ATTRIBUTES As a small but complex national organization, the CPS is a collaborative workplace.
Staff are supportive, flexible, and interested in how they can support each other's work. Success of the CPS depends in part on our public profile and reputation as a credible, evidence-based organization. As such, staff take great care in the organization's products and communications, from emails to letters to our websites.

• Detail-oriented
• Exercises good judgment
• Shows initiative
• Proactive
• Calm and diplomatic nature

WORKING ENVIRONMENT & TRAVEL The majority of the work performed at the CPS is in a clean and comfortable office environment. In general, all roles within the CPS requires extensive use of a keyboard and mouse and spends a significant portion of the day concentrating, interacting (in person or by phone), typing and reading at a work station or office.
Regular use of typical office equipment (photocopier, printer etc.) is required as is moving about the office to use the equipment. Occasionally this role may be required to stand, to present information verbally (formally or informally at meetings) and to lift or move office supplies weighing no more than 3 to 5 lbs.The unique requirements of this position includes

• Ability to work overtime on an infrequent basis to meet deadlines

The CPS is committed to reflecting the communities we serve and to ensuring a respectful and inclusive work environment for all. We encourage qualified applicants of all ages, races, colours, ethnic origins, religions, abilities, gender identities, gender expression and sexual orientations to apply.CPS EMPLOYEE VALUES The CPS and its members work to improve the health and well-being of Canadian children and youth. CPS employees liaise with paediatricians, other health professionals, allied organizations and others involved in child health. While each staff member brings a unique mix of skills and experience to their position, we also commit to reflecting the CPS mission in how we approach our work. As such, CPS staff are expected to:Demonstrate responsiveness by:

• Responding promptly and thoughtfully to the needs of colleagues, volunteers, members and others
• Identifying needs, solutions, or potential improvements
• Looking for opportunities to improve the experience of volunteers, members and others who interact with the CPS
• Building positive long-term relationships

Demonstrate ethics and integrity by:

• Acting with honesty, integrity and responsibility

• Maintaining high standards when interacting with colleagues, members, volunteers or other stakeholders
• Reflecting the CPS mission and values in actions
• Respecting each other's contributions and challenges
• Feeling confident to bring forward concerns about the actions of another

Demonstrate commitment and collaboration by:

• Showing enthusiasm and energy about one's work and the work of colleagues and the CPS
• Helping define goals and outcomes that help advancing the mission of the CPS
• Being positive, even in the face of are challenges, remembering that everyone has the best interests of the organization at heart

Job Types: Full-time, PermanentSalary: From $45,000.00 per yearBenefits:

• Company pension
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Application deadline: 2022-09-09
Expected start date: 2022-09-12