Northwest
Human Resource
Management Association
Position
Title: Membership Director Revised:
December 2000
Reports To: Chapter
President
Chapter
Members
General Position Summary:
Develops, implements and communicates
strategies to attract and maintain members.
Responsible for processing new member applications, making contact with members
at-large for chapter designation and maintaining appropriate membership records.
Essential Job Functions:
1. Contributes to membership growth and retention by developing an annual strategy for attracting and maintaining members.
2. Organizes and conducts membership drives as requested by the board of directors.
3. Maintains accurate listing of all chapter members and monitors membership total as required for merit award reporting.
4. Attends monthly chapter meetings to provide guests with membership information and to welcome new members. Prepares and sends NHRMA materials to prospective members via U.S. mail, phone and e-mail.
5. Serves as liaison between chapter and SHRM.
6. Assisting with luncheon reservations.
7. Coordinate the mentoring program.
8. Attend chapter-sponsored events to provide membership information to prospective members.
9. Work with Treasurer to follow-up on visitors at the monthly meetings.
10. Gathers information for the chapter Membership Directory/Resource List.
11. Assist with providing new member biography information for the newsletter.
12. Respond to requests for information about membership opportunities through telephone calls, personal contact and correspondence (U.S. mail and e-mail). Documents outlining membership opportunities as outlined in the procedure.
a. If the individual becomes a new member, forward documents as outlined in the
“Procedure
for Membership Director’s Responsibilities
b. Notify’ the following appropriate Board Members as outlined
in the procedure.
13. Contact each member at-large according to the procedure. Some of the members listed may have mistakenly had their chapter designation changed through the renewal process.
14. Contact each member that is dropped from the monthly SHRM membership listing. This could be as a result of a timing issue, job change, career change, etc. Upon contact, discuss the reasons they are not renewing.
15. Maintain supplies of the following membership materials:
a. Application for Membership
b. Member Fact Sheet
c. Chapter Bylaws
d. Questionnaire and Resource List
e. Highlights of SHRM Members Services Guide brochure
g. Grassroots application
h. Professional Certification in HR Management brochure Other information as introduced
16. Carry-out ad hoc assignments of President (i.e., membership promotion, recommendation of membership criteria changes, etc.).
17. Plan prospective member events.
18. Act as a liaison between the Executive Committee and the committee chairs if applicable.
19. Attend monthly board meetings.
20. Participate in the development and implementation of strategic short-term and long-term planning for the chapter.
21. Represent the chapter in the human resources community.
22. Complete other assignments as requested by the President or the Executive Committee.
Recommended
Procedures:
A. Based on Occurrence or As
Requested
1. Send prospect member packets — the packets should include the following
materials:
a. Prospect letter
b. NHRMA brochure
c. SHRM application (ensure “chapter 165” is noted on application and request that it be returned to you, NOT SHRM)
d. SHRM “Membership Benefits” sheet
2. Send new member packets — the packets should include the following
materials:
a. New member welcome letter
b. Member “Fact Sheet”
c. “Membership Directory and Resource List”
d. Salem Chapter Bylaws
e. “Highlights of SHRM Programs and Services” brochure
f. “SHRM Member Services Guide” brochure
g. “Grassroots” application
h. “Professional Certification in HR Management” brochure (even if certified, send with a note indicating they may know of someone interested in certification)
i. “Resource List — Membership Questionnaire” — If the new member faxes the new membership application, it’s best to fax this questionnaire to them for completion at this time. This will enable you to get the information to the Public Relations Director at the same time he/she is informed of the new membership.
3. Add new members to “Monthly Statistics” report under “New Members” for monthly Board Meeting.
4. Call, fax or e-mail new
member information to:
a. SHRM Headquarters — application form and payment if it was forwarded to you. You can fax information if membership fees are paid by credit card.
b. Public Relations Director — name — certification if applicable, title, company, business or home address (where ever they want materials to be sent), business of home phone (where ever they want materials to be sent), fax and e-mail address.
c. Assistant to the President (subject to change) — name — certification if applicable, title, company, business or home address (where ever they want
materials to be sent).
d. Newsletter Coordinator — name — certification if applicable, title, company, business or home address (where ever they want materials to be sent).
e. College Relations Director — name and e-mail address
B.Monthly
1. Audit monthly SHRM Membership listing for discrepancies (i.e., lost members and at-large).
a. List lost members on the “Monthly Statistics” report under “Lost Members” for the monthly Board meetings.
1) Contact lost members via phone, U.S. mail or e-mail to ask why they did not renew their membership. The best results are through e-mail.
2) Document reason on the report listed in 1.
b. Ensure new members are showing on the report. If not ensure the are included in the membership count and contact SHRM to check on status.
c. Contact new members with update if necessary.
2.Contact members at-large via phone, U.S. mail or e-mail to ask if they are interested in redesignating their membership to the Salem Chapter. If Contact is made via U.S. mail or e-mail, send the “Chapter Redesignation” form and the “Resource List — Member Questionnaire” form. The best results are through e-mail.
a. Upon return of the forms, fax the Chapter Redesignation form to Nancy Wallmuller at SRRM.
b. Call, fax or e-mail new member information to:
1) Public Relations Director — provide information outlined in A. 4. B. And information listed on the Resource List — Member Questionnaire.
2) Provide information as outlined in A. 4. C. through e.
3. Present the Monthly Statistics report at the monthly board meetings.
C. Quarterly
1. Audit Salem Chapter mailing list and note changes. The Newsletter Coordinator provides the list.
2. Audit the Membership Directory and Resource List and note changes.
3. Notify ~ all individuals accordingly as outlined in A-4 (a through e).
4. Prepare a newsletter article recognizing new members.
D. Annual
1. Present annual totals of lost members, new members for the year at the December/January board meeting.