Association Services Coordinator

Position Overview The Association Services Coordinator is a full-time staff position supporting the day-to-day operations of the American Association of Avian Pathologists (AAAP). This role requires a highly organized, tech-savvy individual who is comfortable working with data, spreadsheets, and association management systems. The coordinator will play a central role in the annual meeting program, sponsor and exhibitor relations, abstract collection and management, and bookstore operations. This position offers an opportunity to contribute meaningfully to a professional scientific association serving over 1,000 members in more than 50 countries. The successful candidate will be a self-starter who can manage multiple projects simultaneously and communicate clearly with members, vendors, and leadership. Key Responsibilities Annual Meeting Program & Scientific Content Coordinate the annual meeting scientific program in collaboration with program committees Manage abstract submission, review, and scheduling using online platform (OA-Events or equivalent) Communicate with abstract submitters, session chairs, and speakers Build and maintain the meeting program schedule and session assignments Assist with coordination of symposia, workshops, and special sessions Prepare program content for print and digital publication Support on-site program logistics at the annual meeting Sponsorship & Exhibitor Coordination Manage sponsor and exhibitor communications from prospecting through post-event acknowledgment Maintain sponsor database and track commitments, payments, and deliverables Process sponsor invoices and coordinate with financial staff on collections Coordinate exhibitor logistics including booth assignments, setup instructions, and on-site support Ensure sponsor acknowledgments appear accurately in program, signage, and digital platforms Assist with preparation of annual sponsorship solicitation materials Bookstore Operations Manage AAAP bookstore inventory including educational materials, textbooks, and slide sets Process orders accurately and in a timely manner using QuickBooks Handle shipping and fulfillment of customer orders Track and report quarterly payments (e.g., University of Kentucky poultry course royalties) Maintain accurate inventory records and reorder supplies as needed Promote bookstore products through website, newsletters, and member communications Respond to member inquiries about bookstore products and orders Data Management & Reporting Maintain and update program, sponsor, and exhibitor records in association databases Generate reports and tracking spreadsheets using Excel and association management tools Support registration data management in coordination with meeting platform Assist with data reconciliation and quality control across multiple systems General Association Support Respond to member and stakeholder inquiries via HQ email and phone Support preparation of meeting signage, program documents, and communications Contribute to newsletter content related to assigned program areas Assist with other association functions as needed Qualifications Required Demonstrated proficiency in Microsoft Excel, including data management, formulas, and reporting Experience with databases or association management systems (AMS) Strong organizational skills with the ability to manage multiple concurrent projects Excellent written and verbal communication skills Ability to work effectively in a professional office environment alongside a small team Experience with QuickBooks or comparable accounting/order management software Comfort with online platforms and learning new software tools Preferred Prior experience in association management, event coordination, or nonprofit administration Familiarity with abstract or content management systems Experience with fulfillment, shipping, or inventory management Knowledge of or interest in avian science, veterinary medicine, or agricultural organizations Work Environment This is a full-time, in-office position located on San Jose Blvd in the Mandarin area of Jacksonville, FL. The coordinator will work alongside the Executive Director and other staff in a small, professional office environment managing a high volume of work across multiple organizations. The annual meeting period (typically late July) requires heightened attention and may involve travel and on-site presence at the meeting venue. Bachelors Degree Demonstrated proficiency in Microsoft Excel, including data management, formulas, and reporting Experience with databases or association management systems (AMS) Strong organizational skills with the ability to manage multiple concurrent projects Excellent written and verbal communication skills Ability to work effectively in a professional office environment alongside a small team Experience with QuickBooks or comparable accounting/order management software Comfort with online platforms and learning new software tools