Membership Associate - National Academy of Sciences in Oxford

Assists the Academy’s membership director and elections administrator by providing advanced administrative and meetings support for the annual nomination and election of National Academy of Sciences members. Provides advanced administrative and technical support for meetings, elections, membership database management, and related membership activities. Coordinates projects, prepares meeting and election materials, and supports digital media, audio-visual logistics, database maintenance, and other technology needs for membership services. Under general supervision, provides complex administrative and technical support for membership functions and operations. Applies detailed knowledge of organizational procedures and practices to ensure efficient workflow and effective support services. May develop and improve processes, and may lead or mentor support staff and temporary employees.

ESSENTIAL JOB DUTIES:

• Membership Elections & Nominations Administration: Review nominations for accuracy and completeness. Update election databases and online election systems. Create, test, and manage online ballots. Assist with election tabulation and reporting. Maintain election procedures documentation and section web pages for the Academy’s 31 disciplinary sections. Respond to member inquiries regarding nomination and election processes.
• Member Support & Communications: Assist members with login issues and monitor support requests. Prepare and distribute election announcements. Prepare and send congratulatory communications to newly elected members. Serve as a point of contact for member questions related to elections and membership activities.
• Meeting & Event Coordination: Coordinate logistical arrangements for Section meetings during the Annual Meeting. Arrange virtual meetings for candidate discussions, Class Membership Meetings, and Annual Meeting activities. Monitor Annual Meeting registration and hotel reservations for Section Chairs and Class Officers. Support membership-related activities during the Academy’s Annual Meeting.
• Membership Onboarding & Recognition: Coordinate the preparation and distribution of new member diplomas and membership cards. Support onboarding initiatives and related projects for newly elected members.
• Administrative, Financial & Operational Support: Process and review travel expense reports. Reconcile monthly financial records. Supervise temporary support staff, as assigned.

NONESSENTIAL JOB DUTIES: Related duties and special projects as assigned.

JOB SPECIFICATIONS

Required Knowledge, Skills, and Abilities: Ability to solve intellectual problems of some variety and complexity. Ability to exercise some latitude for independent judgment and action. Related computer and technology skills. Experience working in complex environments with a high degree of organizational effectiveness. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Excellent written and verbal skills with a proven ability to effectively interact with all levels of employees.

Minimum Education / Training Requirements: High School Diploma, GED, or equivalent knowledge.

Minimum Experience: Six years of related professional experience.

Preferred Requirements / Experience: Nonprofit membership experience preferred. Ability to thrive in a fast‑paced working environment while providing strong attention to detail and deadlines.

Physical Capabilities: Ability to work at a computer for extended periods of time.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities / Controls: Reports to Director, Membership. Sets objectives with supervisor.

Work Environment: Hybrid Office/Telecommute environment, expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off‑site meeting/sponsor locations.

Compensation & Benefits: An estimated compensation range for this position is $30.11 - $37.63 per hour, plus potential overtime. Compensation offered to the selected candidate will be based on the candidate’s relevant knowledge, skills, and work experience, commensurate with compensation of current employees in comparable positions with similar knowledge, skills, and work experience, and subject to budget parameters. Note it is not typical for a candidate to be hired at the higher end of the range. This is a benefits‑eligible position. Our Benefits Plan offers competitive and comprehensive benefit options, including medical, dental and vision insurance, life insurance, disability coverage, retirement and savings benefits, leave benefits such as paid holidays and paid personal leave, transportation subsidies, and education assistance.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources. The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.