Summary: Program Managers ensure Bostrom client satisfaction and retention by planning, developing, and executing activities and programs for one or more professional associations (Bostrom clients). Program Managers work with the other Bostrom staff assigned to the client and the client’s leadership team.
Membership and Client Services:
Manage various member programs and services. • Organize efforts, manage completion of tasks by self and others. • Provide individual member support as needed via phone and email. We expect you to be friendly, helpful, and upbeat at all times, especially under pressure. • Design, maintain, and help others navigate online information and systems, such as Membership Databases, Learning Management Systems, project management platforms, event registration software, and websites. Must be tech savvy to quickly learn and then teach others how to use those systems. • Manage membership recruitment and retention, and work with Membership Committees to ensure that program goals and deadlines are met. • Develop and maintain membership database; oversee membership application process. • Develop agendas or content for membership or client-related virtual and in-person events, such as Webinars, Board Meetings, Workshops and Education Conferences. • Confirm speakers and other guests via written communication, receive and organize speaker bios, head shots, a/v requirements, and learning objectives. • Coordinate the strategic, operational and logistical activities related to the production of assigned virtual and/or in-person events, such as Webinars, Workshops, Board Meetings and Educational Conferences. • Develop materials, as well as website and social media content related to membership or other assigned areas or programs, in coordination with the client, the Account Executive, and Bostrom’s Marketing Team. • Maintain and follow a general working knowledge of the association’s Bylaws and Policy & Procedure Manual. • Recognize when client associations are not achieving potential and inform/discuss with the Account Executive potential internal (Bostrom) resources which may address that need.
Committee Management Act as the staff liaison to association committees as assigned and lead each group to achieve their objectives in support of the association’s mission. • Effectively communicate logistical and strategic information to committee members. Must have polished written communication skills to bring attention and focus to your message. • Schedule, coordinate, and conduct committee meetings. Understand that the volunteer’s time is precious and must not be wasted. To best support volunteer engagement, efficiently coordinate meeting dates/times and distribute timely key meeting related materials and communications. Must have extraordinary attention to detail so as to synchronize availability and time zones. Must be savvy to understand meeting objectives and key and optional stakeholders. • Develop and distribute agendas and other meeting materials, take minutes, and manage and follow up with self and others on action items. Must have experience efficiently capturing action items, quickly communicating them to participants and noting your follow up responsibilities. Must have experience creating key meeting related materials including agendas, meeting minutes and project timeline and management system to keep the committee’s work moving forward to support the association’s mission.
• Project manage committee initiatives from start to finish, managing the deadlines and assigned responsibilities. Manage expectations by setting achievable timelines; communicate/negotiate exceptions to achievement of those timelines. • Develop timelines, resources, guides, and other tools to support committee members and help them be more effective. • Solve problems and identify process improvements. As the hub of volunteer engagement, you will apply your analytical skills to see a need and find a way to help. • Assist the Account Executive in supporting the Board, including but not limited to meeting coordination and writing formal Board Meeting minutes.
Educational and Certification Programming • Oversee educational programming, including certification programming and continuing education approval where applicable, to ensure that the educational offerings are of the highest standards and quality and meet member and potential member needs. • Guide and recommend methods to incorporate Adult Learning Theory into educational design and format. • Secure and manage program faculty, and work with Educational or Certification Committees to ensure that program goals and deadlines are met.
Budget and Vendor Management • Work with the Account Executive to create and maintain budgets related to your assigned area or program. • Serve as primary contact and manage overall relationship with key association vendors. Develop and distribute RFPs for services as needed. • Carefully review and suggest edits to vendor contracts. Once approved, ensure contracts are signed in a timely manner. Ensure invoices are processed and paid in a timely manner.
Onsite Event Support • Proactively display initiative while attending virtual and in-person events, provide leadership and ensure superior member and client services. Assist teammates as needed, by taking minutes or providing event set up, break down, or registration support
Bostrom Core Competencies • Deliver personalized solutions tied to client strategic goals: Demonstrate concern, initiative, and creative problem solving for satisfying clients and members. • Provide expertise and thought leadership to clients: Develop and maintain knowledge of association management best practices through continuous learning and professional development. • Be open and honest: Be open to the ideas of others, provide open and constructive feedback, and share your expertise with others. • Contribute to the overall success and growth of Bostrom: Support corporate goals and proactively identify business opportunities with current or potential clients.
Job-specific Competencies • Personal effectiveness, integrity, and credibility. • Professional demeanor with excellent customer service skills. • Excellent organizational skills. • Collaborative, team player: Provide assistance, information, and support to others; communicate progress and problems. Provide direction to staff team and volunteer leaders in a positive and motivating way. • Excellent communication skills: Express yourself clearly in writing, conversations, and interactions with others. • Effective interpersonal skills tailored to the setting, the individuals involved, and result in the desired outcome. • Accountable, self-motivated, willing to take on new responsibilities. • Technical capacity, including knowledge of databases, learning management systems, project management software, and Microsoft Office. • Manage self and others; plan, organize, control and implement multiple projects and tasks simultaneously. • Decision making ability in area(s) of responsibility, within the approved association budget and parameters set by the AE and/or the client Board. • Critical, analytical thinker; identify and solve problems. • Achievement of job-related credentials, such as the Certified Association Executive (CAE) or the Certified Meeting Professional (CMP) designations, or other advanced degree required within the timeline established by your supervisor in your Professional Development Plan.
Work Environment and Physical Demands This job primarily operates in a professional office environment, using standard office equipment. Occasionally, this job operates in event spaces, such as hotel conference rooms and other meeting spaces. The office work is mostly sedentary. Light work is required on a regular basis to complete filing and mailing responsibilities, as well as event-prep, setup, and breakdown. Light work is defined as exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Domestic or international travel may be required for event support.
Position Type and Expected Hours of Work This is a full-time position. Hours of work are typically Monday - Friday, 8 hours a day. Occasional weekend work and travel required.
Education and Experience • Bachelor’s degree required • 3 – 5 years Association Management Experience
Bostrom is an association management company offering comprehensive management, consulting and outsourcing to the not-for-profit community. Bostrom provides associations with the solutions they need to grow, stabilize, redirect, consolidate and meet challenging goals.