Manager, Member Systems

GPA Midstream Association; Tulsa (OK); On-site; USD 65,000 - 90,000; Full time

Job summary

GPA Midstream Association in Tulsa, OK is seeking a Manager, Member Systems to oversee the AMS database, support member relations, and coordinate events for GPA Midstream and GPSA. The role requires strong data management, CRM skills, and collaboration across staff to enhance member engagement.

The position involves on-site event support, reporting, invoicing, and vendor coordination, with a focus on system optimization and efficient processes for memberships and publications.

Qualifications

• AMS experience and ability to manage database systems
• CRM experience in nonprofit/association setting preferred (re:Members preferred)
• Proficient in MS Office and database reporting
• Experience with event registration software (e.g., Cvent) and QR code tools
• Website CMS, digital file sharing, and e-commerce knowledge
• Strong communication, customer service, and multitasking abilities

Responsibilities

• Manage the AMS database and serve as the AMS vendor contact
• Provide AMS end user support for members and staff
• Ensure data accuracy and develop processes for timely updates
• Collaborate with AMS vendor for reporting and queries
• Oversee events within AMS, including registration, sponsorships, and payments
• Lead invoicing for memberships, sponsorships, events, and publications
• Create event reports tracking trends and registrations
• Support on-site registration at major GPA Midstream events
• Update the association app (Clowder) with schedules and ads
• Coordinate publications orders and monthly sales tax reports
• Manage contracts with external vendors (e.g., re:Members, Clowder)
• Assist with annual budgeting and expense tracking
• Drive member engagement and seek value-added opportunities
• Collaborate across GPA Midstream and GPSA staff to support programs

Skills

AMS management

CRM proficiency

Data reporting

Event coordination

Customer support

MS Office

Analytics

Education

Bachelor's degree in Computer Science or related field

Tools

re:Members

Cvent

Clowder

QR code tools

Job description

The Manager, Member Systems, based in Tulsa, Oklahoma, is responsible for overseeing and executing a wide range of member system functions, digital platform support, and event coordination for GPA Midstream and GPSA. This includes managing the association management system (AMS) to facilitate all aspects of registration for membership and events. This position also manages publication sales, which are initiated from the AMS. The Manager, Member Systems engages with members as well as other staff to achieve the most productive and efficient use of the AMS for member and association data. This position reports directly to the CEO and requires a strong background in database management, data reporting, and customer support, along with a proactive, detail-oriented approach to event execution and member engagement.

Essential Duties and Responsibilities:

• Manage the AMS database and serve as the association's point of contact with and responsibility for managing the AMS vendor (currently re:Members).
• Provide AMS end user support (including for both members and other staff) and proactively troubleshoot and resolve issues with the AMS and other system integrations, escalating to AMS vendor and performing project management to achieve successful timely resolution as needed.
• Manage quality control and accuracy of the AMS database, working with other staff members to develop processes to assure timely updating of member, committee, and event data. Support, including with training, for other staff members as necessary to ensure effective database management.
• Collaborate between staff and the AMS vendor to assure queries and reporting from AMS system as necessary to support prudent business processes and enable reliable records.
• Manage association events within the AMS system, including event creation, registration setup, reporting, sponsorship creation, tracking payments, discounts, cancellations, and reporting.
• Lead invoicing functions (memberships, sponsorships, events, publications) through the AMS system.
• Create event reports to track trends and registration statistics.
• Support on-site registration at GPA Midstream's Annual Convention (September) and Technical Conference (April), including registration within the AMS system, the creation of name badges, providing meeting attendance sign-in sheets, and training attendance certificates including through QR codes.
• Update and maintain the association app (currently Clowder), adding schedules, registration lists, sponsor ads, event materials, and ensuring smooth integration with event operations in collaboration with staff and external vendors.
• Support communications and event staff to assure accurate schedule and sponsor/exhibitor listings posted to the associations' website for events.
• Coordinate with event staff to identify registrants of GPA Midstream's Annual Convention and Technical Conference for participation in the New Attendee Enhanced Conference Experience Program and help execute such NAECE program for each event.
• Coordinate and process publication orders daily, generate electronic links, order physical books from fulfillment or ship from onsite storage, and prepare monthly sales tax reports for publications.
• Manage contracts with external vendors for services and projects within role's scope of responsibility, including for example with re:Members, Clowder, and Roark (offsite publication).
• Handle daily mail intake, including recording receipt of payments for accounting controls.
• Provide input to the annual budget process for GPA Midstream and GPSA. Manage spending in line with the annual budgets of GPA Midstream and GPSA.
• Actively seek opportunities to enhance member experience through added value, improved services, and increased member engagement.
• Continuously recruit new members to GPA Midstream and GPSA.
• Engage as a supportive team member to facilitate all of GPA Midstream's goals in collaboration with other GPA Midstream staff members, including with regard to the association's events (annual convention, technical conference, board meetings, and training), advocacy, technical and safety programs, and communications campaigns (both internal and external).

Education / Skills Required:

• Bachelor's degree in Computer Science, Information Technology, Information Systems, Business Technology, or a related field required; in lieu of a degree, 4-6 years of progressively responsible relevant experience will be considered.
• Ability to manage an AMS database, and know-how to support and promote best use of an AMS for the benefit of the total organization.
• Experience with AMS or customer relationship management (CRM) programs, preferably in a nonprofit or association setting. Proficiency with re:Members is preferred.
• Strong analytical and problem-solving skills with ability to assess issues accurately, identify root causes, develop solutions, and measure performance outcomes.
• Strong skills in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), and experience with database reporting and custom queries.
• Experience with event registration software (e.g., Cvent), mobile event apps, and QR code tools preferred.
• Working knowledge of website content management, digital file-sharing platforms, and e-commerce/payment systems.
• Excellent written and verbal communication skills.
• Customer service mindset, including active listening, empathy, patience, problem-solving, multitasking, time management, and technical proficiency.
• Strong attention to detail and commitment to accuracy and quality.
• Collaborative, collegial work style, and an ability to coordinate, implement, and manage multiple high priority demands simultaneously.
• Self-starter with demonstrated analytical skills, along with strategic thinking with a proactive approach to problem-solving and innovation.
• Professional demeanor, discretion, and interpersonal skills for working with high-level industry representatives.

Physical / Mental Requirements:

• Ability to sit or stand at a desk for extended periods.
• Manual dexterity sufficient for use of standard office equipment, including keyboard and mouse.
• Visual acuity to read documents and work on computer screens for extended periods.
• Occasional travel required to attend association and broader industry meetings, training courses, conferences, and other events.
• Must be able to lift up to 20 pounds occasionally (e.g., transporting meeting materials or publications).
• Ability to concentrate for extended periods of time on complex tasks.
• Capable of managing competing priorities and meeting deadlines under pressure.
• Must be comfortable with public speaking, facilitating meetings, and engaging with diverse audiences.