Position Overview

Reporting to the Senior Membership Manager, this position is primarily responsible for facilitating and administrating the systems that support effective and rewarding member and volunteer service and leadership practices. This includes managing the volunteer program by nurturing volunteer engagement, administrating recruitment and retention cycles to support the success of the organization’s volunteer and leadership structure. Additional responsibilities include serving as the primary point of contact for member inquiries, including assisting with renewals and other member-related requests. Key activities may include overseeing the committee selection process, policies, and committee staff liaison communication/training, as well as serving as co-staff liaison to the Diversity, Equity, and Inclusion Committee.

Essential Functions

Volunteer Engagement

• Maintain and manage a volunteer program that encourages a meaningful, long-term relationship with the ACVIM.

• Facilitate volunteer recruitment and placement cycles, including identifying opportunities to gain efficiency in processes and systems.

• Identify opportunities to highlight volunteer output and administrate annual volunteer appreciation and recognition campaigns.

• Ensure integrity of volunteer records and adherence to ACVIM guidelines and policies.

• Identify and implement mechanisms to foster volunteer engagement including training and development programs.

• Provide suggestions, training, and support for staff liaisons in updating volunteer governance and policy documents (e.g., role descriptions, committee charters, etc.), ensuring they are accurate and updated on the ACVIM website, and in other ACVIM records.

• Oversee the creation of accurate volunteer role descriptions and communicate expectations to volunteers and staff.

• Manage systems for measuring committee effectiveness through data tracking, the creation of evaluation mechanisms, and fostering a culture of continuous improvement.

• Support the planning and execution of logistics for the annual Leadership Convening held leading up to the ACVIM Forum including invitations and RSVPs, coordinating with Forum staff for room requirements and food & beverage orders, and serving as day-of staff liaison on site.

• Manage the ACVIM elections annually in alignment with the requirements of ACVIM Bylaws and other governing documents.

• Partner with the CEO as the co-staff liaison to support the work of the ACVIM Governance Committee.

• Serve as staff liaison to the Specialty Nominating Committees and Certification Council Nominating Committee.

• Serve as co-staff liaison to provide support for the ACVIM Ombuds.

Membership

• Facilitate mentorship programming to include recruiting mentors and mentees as needed and serving as liaison with programming partners and sponsors.

• Support customer service inquiries to the Membership email account and other member support channels.

• Serves as the primary point of contact for dues renewal over the phone, invoicing and reinstatement of lapsed membership.

• Verifies member status and provides letters of good standing as requested.

• Coordinates the fulfillment of new Candidate and Diplomate welcome gifts and monitor inventory to coordinate restocking as needed.

• Provide support during ACVIM’s annual Forum event for all membership-related meetings, receptions, and activities.

Diversity, Equity and Inclusion (DEI)

• Serve as staff co-liaison to the DEI Committee, working with the DEI Committee Chair on meeting agenda content and objectives.

• Support the implementation of programs that advance the ACVIM commitments to DEI such as member programming, education, and resources.

• Manage and maintain the volunteer and DEI program budgets.

Minimum Qualifications

Education and Experience

• Bachelor’s degree or higher preferred.

• Minimum of 3 years of experience in a professional society, membership organization or similar environment.

• Demonstrated understanding of not-for-profit membership and volunteer programs.

Skills/Knowledge

• Exceptional interpersonal and written communications skills.

• Advanced level of experience with Microsoft Office Suite (Word, Excel & Outlook a must).

• Knowledgeable with AMS systems and other technology aptitudes required to recognize and implement new programing.

• Ability to facilitate training and manage projects efficiently

Competencies

• Expert ability to consistently model ACVIM's commitment to a respectful, diverse, inclusive, and collaborative work environment.

• Exceptional relationship and rapport building skills

• Attention to detail and proficiency in working autonomously, setting priorities, and meeting deadlines.

• Adaptability and ability to work well under pressure.

• Problem solving & critical thinking; anticipating challenges and responding quickly with effective solutions.

• A commitment to excellent customer service, both internally and externally.

• Ability to display professionalism.

• Maintains a strong knowledge of the organization's structure, policies and personnel to make administrative decisions, exercising independent judgment and discretion.

Supervisory Responsibility

This position has no staff supervision responsibilities.

Position Type/Expected Hours of Work

Full Time Non-Exempt (Hourly) position working 40 hours per week, Monday – Friday during general business hours with periodic schedule deviations to support business needs. Domestic travel may be required (1-2 times per year), including one week, annually, in June for the ACVIM Forum.

Physical Demands

• Ability to sit or remain stationary at a computer workstation for extended periods of time.

• Frequent use of hands and fingers to operate a computer keyboard, mouse, and other standard office equipment.

• Occasional lifting and moving boxes or equipment weighing up to 30 pounds