Overview
Association Services Coordinator Jobs in Jacksonville, FL at American Association of Avian Pathologists
POSITION ANNOUNCEMENT
Association Services Coordinator: American Association of Avian Pathologists (AAAP)
Reports To: Executive Director
Location: 12627 San Jose Blvd, Suite 202 / Mandarin area, Jacksonville, FL (full-time in-office)
Employment Type: Full-time
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) and the AAAP Foundation. 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.
Compensation & Benefits
Salary range: $52,000–$55,000 annually, commensurate with experience. Benefits include Health Care, Vision, and Dental Insurance (covered at 50%) and Simple IRA with matching company contribution of 3%.
How to Apply
Interested candidates should submit a resume, cover letter, and three professional references to:
Subject line: Association Services Coordinator Application
Applications will be reviewed on a rolling basis. Position open until filled.
Pay: $52,000.00 – $55,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Education:
- Bachelor’s (Required)
Work Location: In person
Title: Association Services Coordinator
Company: American Association of Avian Pathologists
Location: Jacksonville, FL
