ABOUT TSPS

The Texas Society of Professional Surveyors (TSPS) is a non-profit professional association based in Austin, Texas, dedicated to supporting the land surveying community across the state. We are a collaborative, mission-driven team that values precision, service, and connection.

POSITION SUMMARY

TSPS is seeking a detail-oriented and self-motivated Membership Coordinator to support the Executive Director and the organization’s membership, administrative, and event operations. This role is ideal for someone who thrives in a dynamic environment, enjoys working with a diverse volunteer leadership, and takes pride in delivering excellent member experiences.

KEY RESPONSIBILITIES

Membership & Committees

• Process membership applications, invoices, and payments
• Respond to membership inquiries in a timely and professional manner
• Manage association management software actions and alerts
• Send monthly new member lists to the board of directors and chapter presidents
• Serve as the TSPS liaison to committee chairs and chapter presidents
• Support committee chairs and assist with chapter elections

Events

• Process seminar registration payments and maintain organized filing systems for certificates and rosters
• Develop and update attendee auto-confirmations through the website
• Manage volunteers for registration, publications, and merchandise booths
• Assist the Programs Committee in developing sponsorship opportunities and setting registration fees
• Manage exhibit sales and sponsorship funds
• Attend the Annual Convention, Symposium, and Board of Directors Meetings, and other events
• Support attendees, staff, speakers, exhibitors, volunteers, and facility personnel on-site

Administrative

• Manage incoming mail, office supplies, and office maintenance scheduling
• Order books and merchandise; process and fulfill merchandise orders
• Answer phones and respond to general inquiries
• Maintain and update member information in NSPS and Chapter spreadsheets
• Manage and proactively improve the TSPS website
• Compile Board Books and attend Board of Directors meetings

Reporting

• Generate regular and ad hoc membership reports for leadership
• Prepare custom reports for affiliate and partner organizations
• Analyze and report on multiyear membership and convention registration trends, identifying opportunities for growth

Financial:

• Coordinate collecting receipts for the bookkeeper
• Coordinate with bookkeeper to obtain monthly financial reports
• Ensure that required remittances, payables and receivables are current and documented
• Recording financial transactions including income, expenses, and other financial activities
• Maintaining ledgers by detailing an accurate general ledger and ensuring all accounts are properly reconciled
• Preparing financial statements by generating reports such as balance sheets, income statements, and cash flow statements,
• Processing accounts payable and receivable by managing invoices, payments, and tracking outstanding balances.
• Reconcile bank statements with internal records to identify and resolve discrepancies
• Assist with tax filings and compliance with tax regulations

Convention Support

• Run data integrity checks to resolve badge information issues prior to the event
• Manage badge preparation for a variety of non-member participants
• Schedule, train, and supervise volunteers and staff who support convention registration tasks
• Oversee the onsite registration area at convention
• Resolve attendee registration and membership issues on site
• Generate nightly attendance reports

Collaboration & Strategic Support

• Perform other tasks or special projects as requested by the Executive Director
• Contribute to strategic planning related to membership growth and engagement
• Assist with budgeting and forecasting related to membership revenue and programs
• Support special projects and organizational initiatives as assigned

WORKING RELATIONSHIPS

Internal:

• Reports directly to the Executive Director
• Works closely with the President and Education & Events Coordinator

External:

• Frequent contact with members, officers, directors, committee members, vendors, and the general public