Chapter Reporting Specialist

JOB TITLE: Chapter Reporting Specialist

DEPARTMENT: Finance

REPORTS TO: Chief Financial Officer

POSITION TYPE: Full-time, exempt

SUMMARY: The Chapter Reporting Specialist (CRS) is focused on ensuring the Chapters report their new Associate Members and Initiated Members on a timely basis as well as keep their membership rosters up to date after graduations or other change events. This will allow the Office of Administration (OoA) to bill and collect cash timely. Additionally, the CRS will understand the timing and results of Chapters’ Officer elections and ensure various Chapters’ administrative tasks are completed (e.g., tax returns filed, updated certificate of insurance, etc.). Overall, the CRS will establish relationships with Chapters’ High Gamma (Secretary), and other relevant Officers, to improve communication between the Chapters and OoA around these key pieces of information. The position requires effective communication skills, customer service mindset, attention to detail, and ability to prioritize. Time permitting, this position may also work on Chapter billing and collections.

RESPONSIBILITIES:

• Develop and maintain a schedule of dates for Chapters’ Associate Member ceremonies and initiations.
• Work with Chapters’ High Gamma to ensure new Associate Members are reported to OoA within 2 weeks of the ceremony.
• Work with Chapters’ High Gamma to ensure new Initiated Members are reported to OoA within 2 weeks of the ceremony.
• Ensure other key roster developments are timely reported to OoA (e.g., graduations)
• Maintain working knowledge of other key Chapters’ dates/information such as Officer elections/results.
• Collaborate with Chapters to ensure administrative tasks are completed such as filing tax returns and updating certificates of insurance
• Other duties as assigned such as Chapter billing and collections

Key Performance Indicators (KPIs)

• 
  Events Schedule:

• A complete, up to date schedule is maintained of Chapters’ dates for Associate Member ceremonies, Initiation ceremonies, and Officer elections.
• A list of administrative tasks to track for Chapters is maintained (e.g, filing tax returns)

• Reporting Completed:
  • Reporting is completed within 2 weeks of ceremonies.
  • Rosters are updated within 2 weeks of graduation.
  • Rosters are confirmed correct 2 weeks before billing.
  • Administrative tasks are confirmed complete by due dates.

These KPIs will serve as benchmarks for evaluating the CRS’s performance and contribution to Lambda Chi Alpha's finance objectives.

QUALIFICATIONS:

Bachelor's degree and prefer customer service work experience.

• Knowledge of Fraternities preferred.
• Excellent communication skills, with the ability to form solid working relationships.
• Strong organizational abilities, with attention to detail and the ability to manage multiple priorities.
• Experience working with customer management systems preferred.
• Ability to work independently as well as collaboratively in a team environment.
• Strong interpersonal skills and the ability to build rapport with various stakeholders.
• Confidence working with billing and collections data.
• Proficient with Microsoft Office (i.e., Excel, Word & PowerPoint)

The position is a full-time, exempt position located in the Lambda Chi Alpha Office of Administration in Carmel, IN. Job responsibilities and tasks for this position are subject to change based on the needs of the organization and at the discretion of the Chief Financial Officer.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Some travel may be required
• The employee must occasionally lift and/or move more than 10 pounds

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.