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Member Experience Business Administrator

Company: American Quarter Horse Association
Location: Amarillo
Posted on: January 15, 2022

Job Description:

Responsible for the day-to-day administrative functions of the member experience department. Perform various accounting functions including accounts payables for the department. Assist department leads with monthly financials and annual budgets.
Assist chief operating officer, registrar and member experience director with travel arrangements, expense reports, statistical reports, meeting planning, written communications, and other administrative tasks. Essential Functions:

  • Work as a liaison between accounting department and member experience department to assure accuracy on monthly and annual financials, budgets, and audits.
  • Prepare agenda material, reports, and statistics for internal and external meetings.
  • Maintain detailed records and files for department, including monthly and annual statistics for registration related transactions; prepare annual report for director allocation at fiscal year-end; and prepare annual report for horse population.
  • Assist registrar with tracking rule change proposals and preparation for stud book and registration committee or task force review.
  • Prepare and maintain data share agreements.
  • Receive invoices and create check requests for payment and send to AP for processing.
  • Assist with travel reports and create monthly expense reports for departments leads and chief operating officer.
  • Prepare expense reimbursement and check requests for department.
  • Assist with customer service for department through emails and incoming and outbound phone calls.
  • Coordinate onboarding needs for new hires and job transfers within the department.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars for department leads and chief operating officer.Additional Responsibilities:
    • Coordinate conferences, meetings, or special events.
    • Compose and distribute meeting notes, routine correspondences, monthly reports/spreadsheets, and presentations as required.
    • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
    • Coordinate office supply orders for departments.
    • Maintain forms and ensure they are up to date, including keeping inventory of printed forms for registration and membership related forms
    • Point of contact for call center providers
    • Other duties as assigned.Education Requirements:Associate's or bachelor's degree in business or related field. Work experience can substitute for a degree.Specific Knowledge and Skills:Knowledge of administrative, customer service and clerical proceduresThe ability to keep records and communications in confidenceComputer skills and knowledge of basic software applications, such as Microsoft Word, Microsoft Excel, and Office 365Excellent verbal and written communication skills and strong interpersonal skillsTime management and organizational skillsAbility to multi-task Minimum Experience Required:3+ years of professional administrative experience preferred Languages:Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. IT / Technical Knowledge:Must be proficient in Microsoft Office Applications, including Office 365.
      • 3 year(s): Business AdministrativeEducationPreferred
        • Associates or better in Business Administration or related field

Keywords: American Quarter Horse Association, Amarillo , Member Experience Business Administrator, Other , Amarillo, Texas

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