1420 King Street, Alexandria VA 22314
Alexandria, VA
1400 Crystal Drive, Arlington VA
1400 Crystal Drive, Arlington VA
Posted: 27-Jun-25
Location: 1420 King Street, Alexandria VA 22314
Type: Full Time
Salary: $55,000 - $65,000
Categories:
Required Education:
Additional Information:
The Society of American Military Engineers (SAME) is looking for a Post (Chapter) Operations Coordinator to join our team. SAME represents the public sector architecture/engineering/construction industry – our 20,000+ members literally build and support America’s infrastructure and national security. We provide our members opportunities to:
- Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies).
- Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events.
- Engage with peers and content in a specific area of practice or designation via our Communities of Interest.
- Achieve professional and business goals.
We are a small organization (about 30 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members. At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another. Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial. If you’re a team player who strives to do your best each day, please read on for a great opportunity with our great organization!
Please submit interest and resumes to applysame@same.org.
POSITION SUMMARY
The Post (Chapter) Operations Coordinator is a forward-facing position interacting with the Society’s national leadership and most engaged members. This position is responsible for providing administrative, operational, and customer service to the Society’s Chapters (we call them Posts) to ensure their operational health and success and to enable them to carry out the Society’s strategic plan. The incumbent will serve as the key resource for all day-to-day activities of SAME Posts including maintaining accurate data on the Post, succession planning and yearly change-of-officers, responding to requests for insurance, Post membership rosters, and providing support for Post website activities. The incumbent will also manage the Post Streamer awards program.
This position is required to physically work in the office a minimum of three days each week.
ESSENTIAL RESPONSIBILITIES:
To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.
Post Operations & Support
- Serve as primary contact for Post Leaders and respond to Post Leader and all member inquiries in a timely and professional manner.
- Respond to all phone inquiries and oversee Posts@same.org inbox and respond in a timely and professional manner.
- Facilitate the flow of information from the National Office to and among 95+ Posts, keep Post Leaders informed on a regular basis.
- Coordinate information and ensure accuracy of web site pages related to Post Operations.
- Track collection Post Streamer submissions and annual financial reports.
- Track updates to and collection of updates to Post bylaws.
- Ensure Post-level activities appear on the national calendar of events by adding items to calendar as requested by Posts, adding items as they come to the National Office’s attention regardless of any requests to add activities, and ensure all information Posted is complete and accurate (includes title, description, and links to register or for further information).
- Ensure Posts are diligent in updating their own websites and serve as main point of contact for Posts needing assistance in website updates that are hosted on the SAME server by both training Posts on how to update sites themselves and executing updates as requested that do not require web-design expertise.
- Monitor changes of officers at the Post level, maintain accurate records on Post Leaders in the AMS. Provide updates on outdated officers to Posts and RVPs.
- Monitor Post-level Point of Contact Positions (such as Camps POC, Post Small Business Liaisons, etc) such as whether positions are filled at each post, recruiting for positions, and keeping information updated.
- Serve as support to Regional Vice Presidents on the RVP medal request process, review and fulfillment of RVP expense reports, and other administrative-related requests.
- Update and maintain Post Operations policy & procedure guide. Contribute to the Post Leader Reference Guidebook.
- Support Post performance monitoring and performance improvement processes and initiatives.
- Support Post onboarding to new systems, reports and platforms. Make recommendations to facilitate ease of transition and training.
- Administer the Post Annual Reporting process including creating and deploying reporting form/tool, tracking submissions, contacting delinquent Posts, reviewing submissions for accuracy and completion, and working with Director and Associate Director to analyze results.
- Manage the monthly Executive Committee calendar, including Post invitations and identify opportunities for engagement at the Post level. Provide historical report and other relevant information about Post prior to visits by XC members. Maintain records of visits to Post for tracking purposes.
- Capture content from Post activities for publication in SAME platforms (TME magazine, social media, SAME news, etc).
- In conjunction with Director and Associate Director, develop and execute multi-level training for Post Leaders, including the Post Resource Center, webinars, and Post Leaders Workshops.
- Coordinates insurance coverage for chapters and monitors accordingly.
- Supports SAME National events as assigned.
- Serve as a resource to National Office colleagues on all matters concerning Posts.
Awards and Streamers
- Manage the yearly streamer award process for Posts from start to finish, including facilitating review process and working with volunteers to execute process, ordering streamers and pins for presentations, and working disseminating award pins to Regional Vice Presidents at the annual conference.
EXPERIENCE:
- 2-3 years of experience in chapter relations and/or customer service, preferably in an association or non-profit setting.
- Expertise using association management systems and relational databases; experience using Salesforce, Re:Members (aka Bill Highway) or another chapter management system, Open Water, and Higher Logic a plus.
KNOWLEDGE, SKILLS AND ABILITIES:
- Excellent organizational skills and attention to detail.
- Ability to work in a team environment, be a self-starter, and demonstrate initiative.
- Excellent interpersonal communication skills that inspire trust, motivation, and confidence in internal and external stakeholders.
- Possess a positive attitude with ability and willingness to provide excellent customer service to internal and external stakeholders, including follow-up.
- Ability to work on multiple projects and tasks simultaneously, and know how to prioritize, adjust as needed to meet deadlines.
- Ability to problem-solve and think creatively and broadly to enable and implement a project or event.
- Desire to learn new systems, utilize technology and be adaptable.
- Desire to improve any aspects of operations.
- Commitment to professional growth and organizational excellence.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Teams, Word, Outlook, Excel and PowerPoint).
- Ability to pick-up and carry 30 pounds.
- Ability to travel several times throughout the year.