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Position Summary
The Client Services Coordinator supports the Ophthalmic Society & Global Relations team by coordinating and administering programs and operations for managed society and SF Match clients. Serving as a primary point of contact for applicants, training programs, medical schools, managed societies, members, and other customers, this role provides responsive service by phone, email, and in person; processes applications and required documentation; maintains accurate databases and records; supports enrollment, registration, and renewal activities; and escalates service issues to management when appropriate. The coordinator also contributes to program, meeting, interview, and event logistics while helping identify opportunities to improve workflows and service delivery.
Role and Responsibilities
1. Client Support
- Manage assigned client programs and projects.
- Support new projects and workflow improvements in collaboration with management and team members.
- Complete and maintain required client documentation.
- Maintain website content as assigned and review content against requirements, reporting inconsistencies as directed.
- Produce e-blast layouts and distributions.
- Create, extract, and produce data or spreadsheet reports for approved projects, studies, or client needs.
- Contact clients for follow-up information and relay relevant information to the appropriate internal teams as directed.
2. Customer Relations
- Support customers and members by email, phone, and in person, researching questions to provide accurate responses.
- Serve as the primary and initial point of contact for inquiries.
- Liaise between internal teams, managers, and staff to support effective communication and streamlined processes.
- With management direction, help identify process improvement opportunities and communicate findings and proposed solutions across teams.
3. Database Management
- Coordinate and assist with multiple databases simultaneously, including data entry and updates, payments and revenue processing, registration, dues, products, record updates, and prescribed data-cleanup procedures.
- Maintain accurate database records and coordinate information changes to programs, administrative offices, or client information as directed.
- Manage product and meeting builds.
- Recommend strategies for improved processes and procedures.
- Support accounting-related tasks, including processing and closing batches.
4. Enrollment & Renewal Management
- Manage renewal and enrollment processes for client programs, including membership, registration, or match participation, as applicable.
- Produce meeting, membership, financial, and product inventory reports.
- Coordinate membership projects and committee activities.
- Coordinate and oversee membership application processes.
5. Program and Event Support
- Coordinate logistics such as shipments, materials, and scheduling for assigned client meetings, interviews, or program events.
- Coordinate and process registrations for meetings, interviews, or program events.
- Assist with pre-event, onsite or virtual, and post-event management and operations.
- Support program planning activities, including agendas, participants, and materials.
- Coordinate exhibitors or vendors, including marketing, floor plans or logistics, registration, and onsite needs, when applicable.
- Manage onsite or virtual registration and check-in activities for assigned clients.
- Prepare meeting minutes or summaries as assigned.
- Support processes for abstracts, grants, awards, or application/interview review committees, when applicable.
- Coordinate program planning committee activities, including participants, scheduling, materials, logistics, and reports, when applicable.
Qualifications, Skills, and Education Requirements
- Strong administrative and customer service experience, with professional verbal and written communication skills and the ability to work effectively with leadership, staff, member volunteers, applicants, customers, and external partners.
- Experience with database maintenance and record keeping, report preparation, data accuracy, project coordination, and managing a high volume of detailed work; ability to protect confidential client and match-related information is essential.
- Proficiency with Microsoft Office Suite and Adobe Acrobat Professional; experience creating reports in Excel and working with database or CRM platforms such as Personify or Salesforce is valuable. Experience with website maintenance, electronic surveys, listservs, or e-blasts is beneficial.
- Previous experience with nonprofit membership associations, the meeting industry, academic medicine, residency recruitment, or other public-facing service environments is preferred. Bachelor's degree preferred, or two years of equivalent experience.
- Ability to work a San Francisco hybrid schedule (40-60% in office) and travel to 2-5 out-of-state meetings per year, including weekend travel; trips generally range from 3 to 8 days.
Salary: $83,404 annually
This position includes a comprehensive benefits package including medical, dental, and vision coverage, HSA/FSA options, commuter benefits, life and disability insurance, employee assistance programs, wellness initiatives, and additional employee perks.,
Salary listed reflects compensation for San Francisco-based hybrid employees. Compensation may vary based on geographic location.
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