JOB DESCRIPTION: MEMBER SERVICES COORDINATOR

Position status: Salaried, non-exempt, full-time, 12-month 

Hours of Work: Standard work week, with some variation possible. Occasional travel may also be required for special events.

Reports to: Executive Director

Join the innovative team at the Virginia Association of Independent Schools (VAIS) as the Member Services Coordinator and play a key role in advancing excellence across Virginia’s independent education landscape. VAIS is the leading resource for independent education in the Commonwealth. With core values of excellence, community, and independence, we serve our 92 PK-12 member schools through accreditation, advocacy, and professional learning programs. 

Position Overview

VAIS seeks a collaborative professional to coordinate critical functions across the Association’s three main areas of service: accreditation, advocacy, and professional learning. The role requires strong organizational skills, attention to detail, technological proficiency, and the ability to manage multiple complex projects simultaneously while maintaining positive relationships with member schools and external stakeholders. The position is cross-functional, with significant responsibilities in data management, communication, technology coordination, and process execution.

Essential Responsibilities

ACCREDITATION SUPPORT

• Manage accreditation visiting team logistics, including invitations, communications, schedules, customized Google Sites, Google Classroom management, and post-visit wrap-up
• Support Accreditation Committee meetings through agenda preparation, communications, scheduling, materials management, recording minutes, and tracking action items
• Maintain key workflows, timelines, and reporting structures required by VCPE (Virginia Council for Private Education) and ICAISA (International Council Advancing Independent School Accreditation)
• Manage and update accreditation-related technology resources, including Google Sites, shared drives, templates, and forms
• Manage annual and cyclical surveys, including data collection, quality assurance, and reporting
• Serve as the primary DASL (Data and Analysis for School Leadership) liaison, providing guidance and troubleshooting for schools and staff, and providing reports as requested
• Administer and maintain all accreditation-related certificates, records, and documentation for member schools

ADVOCACY SUPPORT

• Support the legislative review process by tracking relevant bills during the Virginia General Assembly session and throughout the year, summarizing key impacts for independent schools
• Support Advocacy Committee meetings through agenda preparation, materials management, recording minutes, and tracking action items
• Support VCPE-related advocacy coordination, communications, and compliance documentation
• Suggest monthly advocacy communication to be included in Association newsletters
• Administer the Career Center, including communications with schools to support postings, promotion on social media, and analytics to measure success

PROFESSIONAL LEARNING SUPPORT

• Track member engagement across programs and events; generate internal reports that support strategic decision-making
• Coordinate and administer surveys for professional learning programs, including analysis and distribution of findings
• Support the delivery of professional learning events as needed

OFFICE & OPERATIONAL SYSTEMS

• Monitoring the association’s master calendar, ensuring alignment across accreditation cycles, professional learning events, and key operational milestones
• Prepare annual back-to-school packets for member schools
• Maintain the association directory, ensuring accuracy and timely updates to personnel and school information
• Maintain the internal association database, ensuring accurate contact information for all member schools and personnel
• Maintain Head of School transition data and produce periodic updates for leadership
• Support use and upkeep of the internal dashboard, including data entry, integrity checks, and enhancements
• Serve as the website liaison, coordinating content updates, vendor communication, and quality control
• Serve as a technology liaison for the staff, coordinating troubleshooting and system access

The successful candidate will demonstrate professional discretion when handling confidential information, maintain a customer service orientation when working with diverse member constituencies, show adaptability and problem-solving skills in a dynamic environment, work effectively both independently and collaboratively, and exhibit a commitment to the mission and values of independent education.

Working closely with the small staff of VAIS requires a collaborative approach and flexibility to take on additional responsibilities as needed. We work both in a well-appointed office in Richmond, Virginia and remotely as scheduled. Occasional overnight and out-of-area travel may be required for programs. Training specific to the position may be supported as needed.

Required Qualifications

• Bachelor’s degree required
• 3+ years of administrative or operations experience, preferably within an educational association, non-profit, or independent school setting
• Experience with data collection, analysis, and reporting
• Technical Skills:

• Proficiency in Google Workspace (specifically Google Sites, Forms, and Sheets)
• Experience with database management and data entry
• Familiarity with website content management

• Strong written and verbal communication skills
• Exceptional organizational and project management skills with demonstrated ability to manage multiple concurrent priorities with attention to detail
• Ability to work collaboratively with staff, volunteers, and school leaders
• High attention to detail and commitment to accuracy

Preferred Qualifications

• Familiarity with independent school operations and culture
• Experience with accreditation processes or educational quality assurance programs
• Background in membership organizations or educational associations
• Knowledge of legislative and advocacy processes affecting independent schools
• Experience with survey platforms and engagement tracking tools
• Experience with MemberClicks Professional database management
• Familiarity with DASL

Equal Employment Opportunity Statement

The Virginia Association of Independent Schools is fair and impartial in all of its relations with its employees and applicants for employment and to make all employment-related decisions without regard to race, religion, color, national origin, age, sex, disability, or any other categories protected by federal, state, or local law. VAIS is committed to nurturing and enhancing a workplace environment and governance structure that is diverse, inclusive, and equitable.  The Association believes in the power of diversity to make the most thoughtful and inclusive decisions to best serve its member schools. 

Benefits

VAIS offers a highly competitive compensation package for this full-time position.

Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Virginia Association of Independent Schools' right to assign or reassign duties and responsibilities to this position at any time.

To Apply

Send the following to Betsy Johnson, Executive Director in PDF format to vaiscareers@gmail.com

1. Cover letter
2. Resume
3. List of 3-5 references with contact information including email addresses