Chapter Operations Coordinator

Job Title: Chapter Operations Coordinator
Department: Chapters
Reports To: Sr. Manager, Chapters

About ASUG:
Founded in 1991, Americas’ SAP Users’ Group (ASUG) is the world’s largest SAP user group, representing over 2,300 businesses across North America. Our mission is to help organizations maximize the value of their SAP investments by providing a platform for knowledge-sharing, collaboration, and advocacy. Headquartered in Chicago, ASUG connects people through events, feedback, and insights, making an impact in the SAP ecosystem.

At ASUG, we believe in the power of collaboration, trust, and innovation. We’re looking for passionate individuals who are ready to join a team that values Joining Together, Leading the Charge, Inspiring Trust, Working Fearlessly, and Celebrating Customers. Together, we push boundaries, make a real impact, and deliver exceptional experiences to our customers.

Position Summary:
We’re seeking a detail-oriented and proactive Chapter Operations Coordinator to support our regional ASUG Chapters across the U.S. and Canada. In this hybrid role, you will be the primary point of contact for Chapters, ensuring the success of in-person events and aligning them with ASUG’s content strategy. This position requires strong project management skills, the ability to build relationships with volunteers and sponsors, and a passion for delivering exceptional member experiences.

Key Responsibilities:

· Chapter Event Management:

• Lead the coordination and execution of 30-40 in-person Chapter events annually, ensuring alignment with ASUG’s content and strategic goals.
• Manage all event logistics from start to finish, including developing timelines, tracking event budgets, and ensuring adherence to financial guidelines.
• Oversee sponsorship acquisition and management, ensuring all contractual obligations are met and sponsors receive maximum visibility and value.
• Collaborate with Chapter volunteers and the ASUG Marketing team to create promotional materials and digital campaigns to drive event awareness and registrations.
• Handle event-day operations, including on-site coordination, managing event staff, and troubleshooting any issues that arise.
• Collect post-event feedback to measure success, identify areas for improvement, and report on key metrics such as attendance, engagement, and budget performance.

· Volunteer and Stakeholder Relations:

• Build and maintain strong, long-term relationships with local Chapter volunteers, ensuring high levels of engagement and support for Chapter events.
• Provide operational support to Chapter volunteer leaders, including guidance on event planning, program development, and volunteer recruitment and retention.
• Serve as the primary point of contact for external stakeholders, including sponsors, speakers, and SAP team members, ensuring smooth communication and collaboration.
• Foster a positive relationship between Chapter volunteers and ASUG leadership, advocating for their needs and ensuring alignment with organizational goals.

· Event Content and Program Development:

o Collaborate with ASUG content producers to identify and suggest relevant content for local Chapter events, ensuring that agendas are tailored to the needs and interests of the local membership.

o Work with speakers, trainers, and panelists to secure content that is both informative and engaging, ensuring it supports the broader ASUG strategy and objectives.

o Develop creative solutions to drive event attendance, including interactive formats, themed sessions, and unique networking opportunities.

o Provide input and feedback on ASUG’s broader content strategy based on Chapter-level insights and member feedback.

· Data Analysis and Reporting:

o Track key performance indicators (KPIs) for each event, including registration trends, sponsor engagement, attendee satisfaction, and financial metrics.

o Use data to continuously improve event execution, from marketing and registration processes to the event experience itself.

o Generate post-event reports for internal stakeholders, summarizing success metrics, feedback, and opportunities for growth.

· Cross-Functional Collaboration and Best Practices:

o Collaborate with the Community Operations team to develop and implement best practices for Chapter event management, ensuring consistency across regions while allowing for customization to local needs.

o Work closely with other ASUG departments, such as Marketing, Content, and Membership, to ensure a seamless experience for Chapter members and sponsors.

o Continuously assess and improve internal processes for event planning, ensuring efficiency and scalability.

What We’re Looking For:

• Experience: 2-4 years in event planning, project management, and customer relationship management. Experience with sponsorship, logistics, and program development is a plus.
• Skills: Proficiency in Microsoft Office Suite; familiarity with event management software like Cvent or Monday.com is desirable.
• Customer-Focused: A "Customer First" mindset and commitment to delivering exceptional service, fostering positive relationships, and responding to feedback.
• Travel: Ability to travel to Chapter events (up to 10 times per year), including weekends and evenings as needed.

Why ASUG?
Join a dynamic, mission-driven organization that values innovation, inclusivity, and growth. Enjoy a hybrid work environment with a supportive team, competitive compensation, and opportunities for professional development.

Benefits:
At ASUG, we value our employees and offer a comprehensive benefits package, including:

• 401(k) match with immediate vesting
• Generous PTO and paid holidays
• Holiday pauses for rest and recharge
• Excellent healthcare and wellness benefits
• Hybrid work schedule (2 days in office/ 3 days remote; 3 days in office starting 1/1/26)

ASUG is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: $55,000.00 - $58,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• event planning, project management, or customer management: 2 years (Required)

Ability to Commute:

• Chicago, IL 60606 (Required)

Ability to Relocate:

• Chicago, IL 60606: Relocate before starting work (Required)

Work Location: Hybrid remote in Chicago, IL 60606