Membership Services Associate

The Position

Reporting to the Development Director, the Membership Services Associate supports The Planetary Society’s Development Department operations in four areas: member relations; data entry, maintenance, and reporting; back-up for mailing, fulfillment, and inventory; and office management. Duties include answering and handling incoming calls and emails to the Society, processing and maintaining membership records, running pre-built reports, fulfillment of membership premiums, assembling and sending bulk mail letters, managing department stationery and postage machine, and assisting other staff members with tasks within the four areas when needed. 

This position is based at our Headquarters in Pasadena, CA. During the pandemic, most work can be done remotely, but some in-office time is required.

Member Relations: 40% Time Spent

Serve as primary person responsible for the following:

  • Operate HQ telephone system to ensure smooth performance and a positive customer experience. Includes serving as primary telephone reception staff, answering phone calls, and retrieving and distributing voicemails during periods of no front desk coverage by a volunteer receptionist.

  • Answer or route emails sent to the organization email accounts (e.g. [email protected]).

  • Create and track member inquiries via help desk system, and provide information or take steps to resolve member inquiries and requests.

  • Take membership orders via in person and phone.

Serve as backup, assisting other staff members when needed to:

  • Greet visitors and guests and give tours of the office

    Data Entry, Maintenance, & Reporting: 33% Time Spent

    Under the supervision and direction of the Data Processing Manager:

    • Process new memberships in Luminate Online and Raiser’s Edge.

    • Verify and merge duplicate records in Raiser’s Edge and Luminate Online.

    • Change data in records based on pre-built queries.

    • Update constituent records in Raiser’s Edge due to cancellations and changes in contact information.

    • Run pre-built reports on giving, mailing results, and membership statistics.

    • Export data for the mail house.

    Serve as backup, assisting other staff members when needed to:

    • Perform basic reporting, imports and exports using existing tools and processes.

    • Fix inconsistencies in member data between Raiser’s Edge and Luminate Online.

    • Link records and update membership data.

    • For new online campaigns, create fundraising codes and map donation form ID’s to Luminate Online.

    • Enter or download and input gifts.

    • Update gift membership and related data in Raiser’s Edge and between Raiser’s Edge and Luminate Online.

    • Record shipped items in member records and update inventories.

    • Update addresses from returned mail.

    Back-Up for Mailing, Fulfillment, & Inventory: 23% Time Spent

    Serve as backup, assisting other staff members when needed to:

    • Export data to fulfill in-house membership premiums.

    • Keep track of fulfillment house inventory of premiums.

    • Record undeliverable returned premiums.

    • Work with the mail house to ship premiums.

    • Print, stuff, seal, and add postage to mailings; deliver mail to Post Office.

    • Assist with mailings and premium fulfillment as necessary.

    • Manage in-house T-Shirt inventory for future orders.

    • Fulfill and acknowledge gift memberships.

    • Manage inventory of premiums and other materials.

    Office Management: 2% Time Spent

    Serve as primary person responsible for the following:

    • Manage the postage machine and add postage as necessary.

    • Manage and maintain sample packages from all direct mail pieces.

    • Track and order development department stationery.

    • Assist in maintaining the cleanliness of the office.

    • Distribute received mail to employees in the office.

    Other: 2% Time Spent

    • Support special projects and perform other duties as assigned.

    • Assist with donor events and meetings.

    • Participate in Development Department meetings.

    • Help with event planning and execution as needed.

      Qualifications and Attributes

        • Legal authorization to work in the U.S.

        • High school diploma or equivalent; associate’s degree or some college preferred.

        • At least 1 to 2 years of office experience.

        • Integrity, honesty, and a strong commitment to maintaining confidentiality.

        • Ability to work systematically, independently, accurately, and to deadlines.

        • Strong organizational skills and the ability to troubleshoot.

        • Experience working with packaging, shipping, postage, and inventory control.

        • Strong verbal and written communications skills with a demonstrated ability to communicate effectively and relate well to members, donors, and staff.

        • Basic math skills to calculate postage and maintain inventory counts.

        • Valid California driver’s license and access to a vehicle are required to deliver packages and perform similar activities.

        • Comfort with learning and using computer software such as Raiser’s Edge, Luminate Online, ImportOmatic, Microsoft Excel, and Word; project management systems such as Basecamp, and general office software including Google drive.

        • Comfort with operating office equipment, including printers, scanners, fax, and postage meter.

        • This position often involves reaching, crouching, kneeling, stooping, and using short ladders or step-stools; lifting and moving a small number of packages weighing up to 40 lbs; prolonged use of computers & other technology necessary to perform job duties.

        • A commitment to The Planetary Society's core values: passion, credibility, optimism, integrity, effectiveness, and inclusion.

      Compensation

      The Planetary Society has been the world’s largest and most effective space advocacy group for more than 40 years. We offer a fun, supportive work environment, and many of us consider this to be our dream job. We work hard and are passionate about our organization while respecting and protecting our personal time.

      • Salary is commensurate with qualifications and experience
      • Medical and dental insurance
      • 403(b) retirement savings plan
      • 11 holidays + vacation and sick leave
      • Group Term Life insurance
      • Long-term and short-term disability
      • Supportive work environment
      • Beautiful location in Pasadena, CA
      • Extraordinary colleagues

      The Planetary Society is an equal-opportunity employer. We prioritize diversity at all levels of our work. Job applicants from all backgrounds are encouraged to apply.

      How To Apply

      Interested applicants should submit their resume, cover letter, and three work-related references to [email protected]. No phone calls or emails directly to staff.