Activity coordinator Jobs in Madison wi

Position Summary

Momentum Association Management is seeking an Association Coordinator to support the day-to-day work of several association clients. You'll help members get answers, keep records accurate, coordinate board and committee work, and support the communications and events that bring each association's community together.

This is a good opportunity for someone who is organized, service-minded, and eager to build a career in association management. You do not need to have worked for an association before. We value strong follow-through, clear communication, and the ability to learn new systems. Experience with membership programs or an association management system is a plus.

You'll work with Executive Directors and other Momentum colleagues across multiple clients. Each association has its own members, priorities, and way of working, so success depends on keeping those details straight and asking good questions when you need context.

Key Responsibilities

Member Support and Membership Operations

• Respond to member and volunteer inquiries by email and phone, resolving routine questions and routing more complex issues to the right teammate.
• Process membership applications, renewals, record updates, and other transactions in client association management systems.
• Maintain accurate member records, lists, committee assignments, and dues information.
• Help with renewal outreach, member onboarding, routine reports, and other membership projects.
• Notice recurring questions or service problems and help the team improve how they are handled.

Board, Committee, and Administrative Support

• Schedule board and committee meetings, prepare materials, set up virtual meetings, and coordinate follow-up.
• Draft minutes and track decisions and action items for review by the assigned Executive Director.
• Maintain organized client records, rosters, calendars, and shared files.
• Prepare, format, and proofread correspondence, spreadsheets, reports, and presentations.
• Keep assigned tasks and deadlines current in Monday.com so client teams can see the status of the work.

Events and Communications

• Support registration, attendee communications, speaker coordination, and other logistics for conferences, webinars, and smaller events.
• Assist with client newsletters, member announcements, website updates, and other communications.
• Coordinate information and deadlines with volunteers, sponsors, vendors, and Momentum teammates.
• Provide occasional support at client meetings and events as assigned.

Service Processes and Systems

• Help document common member questions, response steps, and escalation paths.
• Participate in the rollout of a shared customer support ticketing system across Momentum's clients, including testing workflows, organizing help content, and identifying ways to make requests easier to track and resolve.
• Learn each client's systems and follow its policies while helping the team find practical improvements to recurring work.

Required Qualifications

• Experience in an administrative, customer service, or other detail-driven role; relevant volunteer, internship, or school experience is welcome.
• Clear, professional written and verbal communication.
• Strong organization and follow-through when managing several requests and deadlines.
• Comfort working with databases, spreadsheets, shared documents, and new software.
• Sound judgment about when to resolve an issue independently and when to ask for help.
• Ability to work effectively with a remote team and be available during agreed weekday business hours.

Preferred Qualifications

• Experience supporting members, customers, or volunteers in an association or nonprofit setting.
• Hands-on experience with an association management system or CRM, such as GrowthZone, MemberClicks, iMIS, or a comparable platform.
• Experience processing membership applications, dues, renewals, or event registrations.
• Familiarity with Monday.com, Microsoft 365, email marketing tools, or website content management systems.
• Experience with a help desk or ticketing platform, especially documenting processes, setting up workflows, or supporting a rollout.
• Experience working across multiple clients or accounts.

Success in the First Year

• First 90 days: Learn Momentum's systems and your assigned clients' membership programs, contacts, and service expectations. Handle routine member requests accurately, keep your work visible, and provide reliable board and committee support.
• Months 4–6: Own recurring membership and administrative tasks with less oversight. Recognize issues that need escalation and provide teammates with the context they need to resolve them.
• Months 7–12: Become a dependable point of contact for assigned clients and members. Contribute to clearer service processes, including the shared ticketing workflow, and take on more complex work as your skills grow.

Compensation and Benefits

• Compensation: $45,000–$65,000 annually, depending on experience.
• Health, dental, and vision. Two BCBS medical plan options—a traditional plan and a high-deductible option—with a $500 monthly employer contribution toward the plan you choose. Dental and vision coverage are 100% employer-paid, including family coverage.
• Life and disability. $100,000 in basic life insurance and long-term disability coverage, both fully paid by Momentum.
• Retirement. A 401(k) with a safe harbor company match: 100% of the first 3% you contribute and 50% of the next 2%, up to 4% of your salary. Company contributions are vested immediately.
• Health savings and spending accounts. An HSA with an annual company contribution for employees on the high-deductible plan, plus limited-purpose FSA and dependent care FSA options.
• Additional coverage. Voluntary supplemental coverage is available at group rates through payroll deduction, including accident, critical illness, hospital indemnity, additional life, legal services, pet insurance, and identity theft protection.
• Time off and flexibility. PTO, holidays, remote work, and Half Day Fridays all year long.

Why Momentum

Momentum launched in 2025 and is growing. Our clients work in fields including mental health counseling, nonprofit research, employee ownership, and specialized medical practice. You'll see how different associations operate and gain experience in membership, governance, meetings, and communications.

You'll work directly with experienced association professionals, learn a range of systems, and have opportunities to take on more responsibility as you grow.

Momentum Association Management is an equal opportunity employer.