Administration and Membership Coordinator

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This is a full-time, one-year contract position, with potential for long-term renewal.  The successful candidate will be an experienced and proven coordinator, able to effectively multi-task on multiple assignments, and will be responsible for all membership services and administrative issues.  Some evening and weekend work may be required. As a small NPO, offers a friendly, small-team environment with some flexibility in work hours, a group benefit plan and other lifestyle benefits.  The candidate will work out of the Oakville office, largely through telephone and email communications with members, stakeholders and staff, with minimal travel required.

Areas of Responsibility and Essential Functions:

Membership Services:

  • Overall management of the CAG Membership (new applications, renewal process, archiving, reporting)
    • Process incoming applications, following specific procedure per membership plan
    • Track the status of each membership application and its stage
    • Follow-up with member inquiries as first point-of-contact in a timely manner
    • Update member records on the database
    • Configure membership plan auto-email workflows for signing up, renewals, expiration and deactivation
    • Create/pull various membership lists from the database
  • Work with the CEO and CAG Admissions Chair to develop and implement a membership growth and retention strategy

Administrative Services:

  • Manage CAG Committee Spreadsheet, Nominations, CAGF Fellow Designation, CAG Awards, CAG Fall Forum, CAG Packages and CAG’s Archiving Process
  • Assist with assigned committee projects related to the various (Education, Clinical, Quality, Research) initiatives of the CAG
  • Oversee timelines, liaise with committee and board members, draft documents and communications, collating agendas and recording meeting minutes
  • Assist the CEO and staff with other projects and tasks as required
  • Day-to-day administrative support, including maintenance of supplies and equipment
  • Co-ordinate and implement mass mailings, email
  • Other duties as assigned

Skills and Qualifications:

  • Over 5 years in an office environment and at least 2 years’ project coordination and administrative experience
  • Excellent time-management, multitasking and organization skills
  • Proficient in Microsoft Office programs (Word, Excel, Outlook, PowerPoint) and database software
  • Excellent team, written and oral communication, and interpersonal skills
  • Proven strategic thinker and ability to problem-solve
  • Ability to work independently with minimal supervision
  • Attention to detail and high level of accuracy
  • Knowledge/experience in the medical/pharmaceutical industry an asset
  • Asset: Bilingual in French and English

Note: Currently the CAG office team is working remotely due to COVID-19 health restrictions. Once these health restrictions are lifted, the CAG team will resume working from the CAG office in Oakville, Ontario.

Candidates matching the above requirements are asked to submit a resume with a cover letter, including your salary expectation, on or before March 5th using Administration and Membership Coordinator as the subject line. The Canadian Association of Gastroenterology thanks all applicants but only those who are short-listed will be contacted.