South West Transit Association (SWTA)

Full-Time | Remote

Position Summary

The South West Transit Association (SWTA) is seeking an organized, member-focused, and proactive Membership & Association Operations Coordinator to support the association’s membership administration, events, programs, board and committee activities, and day-to-day operations.

This position will serve as a primary point of contact for members and help ensure membership records, renewals, event registrations, organizational calendars, and administrative processes are accurate, timely, and well coordinated.

The ideal candidate is a relationship builder who enjoys helping members, managing details, improving processes, and keeping multiple projects moving. This position reports directly to the Executive Director and works closely with volunteer leaders, board members, committees, members, sponsors, exhibitors, industry partners, vendors, and SWTA’s contracted communications and marketing partner.

Key Responsibilities

Membership Administration and Member Services — 40%

• Manage membership applications, renewals, onboarding, and routine retention follow-up.
• Maintain accurate member and organization records in SWTA’s Association Management System and other approved systems.
• Monitor membership status, renewal dates, contacts, dues records, and membership categories.
• Serve as a primary point of contact for routine membership questions and requests.
• Help members access benefits, update records, register for programs, and navigate SWTA resources.
• Conduct administrative follow-up with prospective, new, renewing, and lapsed members.
• Prepare membership reports for the Executive Director, board, and membership committee.
• Track membership trends, outstanding follow-up, and potential retention concerns.
• Support membership committee activities and volunteer engagement.
• Identify member needs, success stories, milestones, and opportunities that should be shared with the Executive Director and SWTA’s contracted communications and marketing partner.
• Maintain written membership procedures to support consistency and continuity.

Events and Programs — 30%

• Coordinate registration and administrative logistics for SWTA conferences, Leadership Lab, webinars, training programs, board meetings, and other association events.
• Set up and maintain event registration information in SWTA’s approved association management and event systems.
• Monitor registrations, payments, attendee records, deadlines, and special requests.
• Respond to routine attendee questions and provide registration support.
• Maintain event timelines, task lists, registration reports, and follow-up lists.
• Coordinate administrative details for speakers, sponsors, exhibitors, vendors, and volunteers.
• Track sponsor and exhibitor commitments, required materials, deadlines, and benefit fulfillment.
• Prepare name badges, attendee lists, check-in materials, evaluations, and other operational materials.
• Coordinate post-event surveys, certificates, attendance records, and follow-up activities.
• Support onsite registration and event operations as needed.
• Provide accurate event information, deadlines, sponsor details, registration information, and updates to SWTA’s contracted communications and marketing partner for promotion.

Association Operations and Administration — 20%

• Provide administrative and project support to the Executive Director.
• Maintain SWTA’s master organizational calendar, including meetings, events, deadlines, renewals, reports, and recurring responsibilities.
• Coordinate board and committee meeting schedules.
• Assist with preparing agendas, board packets, meeting materials, and minutes.
• Maintain organizational records, policies, contracts, historical files, and electronic filing systems.
• Track assignments and follow-up items from board, committee, and staff meetings.
• Assist with routine reporting, budgeting support, invoice documentation, and record collection as directed by the Executive Director.
• Coordinate with vendors and service providers as assigned.
• Maintain internal procedures and checklists for recurring membership, event, and administrative responsibilities.
• Help identify operational gaps and recommend more efficient processes.

Communications Coordination — 10%

• Serve as an internal source of accurate membership, event, program, sponsor, and operational information.
• Gather information, deadlines, approvals, and supporting materials needed for SWTA communications.
• Maintain SWTA’s master organizational and program calendar and coordinate relevant deadlines with the contracted communications and marketing partner.
• Provide timely information for newsletters, email campaigns, social media, website updates, event promotions, and member announcements.
• Collaborate with SWTA’s contracted communications and marketing partner by providing timely and accurate membership, event, sponsor, and program information; coordinating deadlines and approvals; gathering source materials; and assisting with member and event follow-up.
• Coordinate with the Executive Director and contracted communications and marketing partner to ensure information is accurate and approved before distribution.
• Send routine transactional and administrative communications, including renewal notices, registration confirmations, deadline reminders, meeting notices, and direct member follow-up.
• Identify member achievements, agency news, program updates, and other potential communications opportunities.
• Assist with collecting photographs, quotes, contact information, and background materials needed for communications.

Position Requirements

This is a fully remote position. The selected candidate must maintain a professional home workspace with reliable internet access sufficient for video meetings, email, cloud-based document storage, and association management software. SWTA will provide a computer and other equipment necessary to perform the position’s duties.

The selected candidate must live and maintain residence in one of SWTA’s eight member states:

• Arizona
• Arkansas
• Colorado
• Kansas
• Louisiana
• New Mexico
• Oklahoma
• Texas

SWTA’s regular business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m. Central Time, regardless of the employee’s state of residence. Occasional work outside regular business hours will be required, including evenings, weekends, or holidays associated with conferences and other SWTA events.

Qualifications

• Required
• Associate degree or an equivalent combination of education and relevant professional experience.
• At least two years of experience in membership services, customer service, nonprofit administration, association management, event coordination, or a related field.
• Strong organizational, administrative, and project-coordination skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines, records, and projects independently.
• Strong attention to detail and commitment to accurate recordkeeping.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to learn and use association management, registration, CRM, and cloud-based software.
• Experience working independently in a remote environment.
• Ability to handle member, organizational, and financial information confidentially.

Preferred

• Bachelor’s degree.
• Experience working for a professional association, nonprofit organization, membership-based organization, public transportation organization, or public-sector organization.
• Experience using an Association Management System, CRM, or event-registration platform.
• Experience with membership renewals, records, reporting, and onboarding.
• Experience coordinating conferences, training programs, webinars, board meetings, sponsors, or exhibitors.
• Familiarity with public transportation, transit associations, or SWTA’s eight-state region.
• Experience working with outside consultants, vendors, or contracted service providers.

Desired Skills and Attributes

• Member-service mindset
• Strong attention to detail
• Organized and dependable
• Self-starter and problem solver
• Professional and diplomatic communicator
• Relationship builder
• Adaptable and collaborative
• Strong follow-through
• Strong time-management skills
• Comfortable managing recurring processes and deadlines
• Able to work effectively with staff, volunteers, board members, members, and contractors
• Committed to confidentiality and professional judgment

Compensation and Benefits

Salary range: $55,000–$65,000 annually, commensurate with experience.

• Benefits may include:
• Remote work
• Flexible scheduling within SWTA’s operational needs
• Professional development opportunities
• Reimbursement for approved association travel
• Health-benefit and cell-phone stipend

Travel Requirements

• Travel for SWTA conferences, Leadership Lab, board meetings, and selected industry events.
• Estimated annual travel: 10%–20%.
• Some event assignments will require evening, weekend, or holiday availability.

Why Join SWTA?

SWTA supports public transportation professionals across an eight-state region through education, advocacy, leadership development, information sharing, and collaboration.

This position provides an opportunity to build meaningful relationships with members, strengthen the association’s internal operations, and help deliver programs and events that support the public transportation industry.

To Apply

Submit a resume, cover letter, and three professional references to:

Heather Dalmolin

Executive Director

South West Transit Association

hdalmolin@swta.org

Questions may be directed to 928-607-6004 between 8:00 a.m. and 4:00 p.m. Central Time, Monday through Friday.

Application deadline: September 18, 2026

SWTA is an equal opportunity employer and encourages qualified applicants from diverse backgrounds and experiences to apply.