Membership Services Coordinator

Job Description

Job Description

Kappa Kappa Psi and Tau Beta Sigma are the national honorary service fraternity and sorority for college band members. Together, these two separate organizations have 400 chapters and 9,000 active collegiate members on campuses across the nation. 

The National Headquarters of ΚΚΨ & ΤΒΣ is in Stillwater, Oklahoma. The National Headquarters staff assist the national councils of both organizations and conduct many of their business operations, including accounting, contracting, alumni relations and development, online and print publications, membership services, new member and chapter education and more.

Join Our Team as a Membership Services Coordinator!

Do you enjoy supporting members, managing important records, and ensuring organizational operations run smoothly? If you thrive in a detail-oriented role that combines member service, financial processing, and administrative coordination, we invite you to apply for the role of Membership Services Coordinator at Kappa Kappa Psi & Tau Beta Sigma!

About the Role: The Membership Services Coordinator works alongside the National Executive Director and other National Headquarters staff. The Membership Services Coordinator processes all membership related forms and monies submitted by subordinate chapters of Kappa Kappa Psi and Tau Beta Sigma. The Membership Services Coordinator is responsible for the receipt and depositing of all funds received by both organizations. The Membership Services Coordinator supports the membership records of each association and coordinates the administrative tasks related to membership renewals.

KEY RESPONSIBILITIES 

ACCOUNTS RECEIVABLES:

• Minimum of one (1) year of experience in an Accounts Receivable role, including processing invoices and payments, applying cash receipts, reconciling customer accounts, monitoring aging reports, following up on outstanding balances, and maintaining accurate financial records.
• Process all annual Chapter reports, new membership intake reports, Honorary initiations, Life Membership submissions, and annual Alumni Association membership renewals.
• Process district and national convention registrations, supply sales, and donations received.

MEMBERSHIP PROCESSING

• File copies of chapter reports, receipts and shipping information into individual chapter files as needed.
• Prepare membership certificates and membership cards as necessary for both new members and returning and alumni members.
• Prepare and ship all outgoing UPS and USPS packages as needed for the National Headquarters.
• Assists Chapter officers, Sponsors and Directors of Bands to clear outstanding form issues.

OTHER DUTIES

• Primary receptionist for incoming phone calls and office visitors at the National Headquarters in Stillwater, OK.
• Perform other duties as assigned to meet the objectives of the National Headquarters.

DESIRED QUALIFICATIONS 

• A willingness to understand the structure and operation of our organizations is necessary.
• Be able to organize, set priorities, meet deadlines, and manage multiple projects consistently.  Attention to detail is critical and must be demonstrated.
• Exercise a clear and articulate approach to all types of communication and problem solving.
• Working knowledge of Microsoft Office, especially Word and Excel.
• Analytical and comfortable working with databases.
• Able to lift up to 30 lbs in shipping and receiving boxes.
• Comfortable speaking on a telephone and interacting with the general public.
• Commitment to the missions of Kappa Kappa Psi and Tau Beta Sigma
• A valid driver license and background check are required.  Pre-employment drug screening may be required.
• Able to work a standard 40-hour work week.
• An associate or bachelor’s degree is strongly encouraged but not required. 

Working Conditions: The Membership Services Coordinator position is a full-time position and duties will be performed in-person at our Headquarters in Stillwater, Oklahoma.

Work Schedule: The Membership Services Coordinator Regular work schedule is from 8:00 am to 5:00 pm, Monday through Friday, with weekends off, except for special events such as District Conventions, National Conventions, and Council & Board Meetings. Other special events may occur 3 to 4 times per year.

Travel: 5-10% - Occasional travel may be required to attend district or national conventions, two or three times per year. 

Why Join Us?

• Be part of a mission-driven organization making a real impact.
• Work with a supportive, dynamic team that values your ideas.
• Competitive compensation and comprehensive benefits package.
• Flexible work arrangements and a culture that prioritizes work-life balance.
• Generous time off: all Federal holidays, week off between Christmas & New Year Holidays, PTO and Sick Leave. 

If you’re excited about helping us expand our community and make a difference, we want to hear from you! Apply today by submitting your resume and cover letter outlining your passion for business operations.

KAPPA KAPPA PSI & TAU BETA SIGMA NATIONAL HEADQUARTERS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.