CETPA is Hiring an Office and Membership Coordinator

California Educational Technology Professionals Association (CETPA)

Job Description


Title: Office and Membership Coordinator


Reports to: Executive Director


The California Educational Technology Professionals Association (CETPA) serves local educational agencies across the state of California. Our programs support information technology, educational technology, and data processing professionals in school districts. We are governed by a Board of Directors who are technology leaders in districts and county offices. A cornerstone program is our annual conference, held each November in alternating northern and southern California locations.


Position Requirements

This position is the front-line customer service representative for our 1,500-member education association. The successful candidate should be able to anticipate customer and administrative difficulties, make recommendations for solutions, and implement measures in an effective manner. Additional requirements include:

  • Demonstrated experience in administrative & office support
  • Demonstrated knowledge of office technology and applications, such as Office 365, Google Docs, and other applications
  • Excellent writing and oral communication skills
  • Must be able to travel overnight (in-state, approximately 5-10%).
  • Must be available full-time during annual conference (November)
  • Experience in event coordination, K-12 education, and/or knowledge of current trends in technology are a plus.

Essential Job Duties

  • Executive Director and Board Support
    • Assist Executive Director and Board Members with the facilitation and maintenance of ongoing programs, events and partnerships.
    • Coordinate events for the CETPA Board including travel and lodging arrangements, site preparations, logistics, and materials in consultation with managerial staff.
    • Serve as main administrative contact for Board Members.


  • Office Administration & Accounting
    • Perform administrative tasks including, but not limited to: answering phone and email message inquiries, processing mail and shipments, creating and proofreading documents, and elevating information to executive staff, consultants, and Board Members as appropriate.
    • Coordinate invoices and payments with the CETPA Treasurer, including reconciling payments and deposits between the event system, membership system, and accounting system on a daily basis.
    • Maintain electronic and paper filing systems, ensuring usability, availability, accuracy, and comprehensiveness of all documentation.
    • Create and modify reports as requested.


  • Membership Support
    • Prepare and coordinate membership and regional group inquiries, communications, renewals, member record updates, corrections, and changes through the association’s membership management system.
    • Facilitate the connection between the event registration system and the member management system to ensure member renewals are processed within 24 hours.
    • Create and modify reports as requested.


  • Event Coordination
    • Work with staff and Board Members on all phases of the annual conference, primarily but not limited to:
      • Support registration invoicing, payment processing, and problem solving for attendees, exhibitors, sponsors, and speakers
      • Coordinate raffle activities, including post-raffle reporting
      • Provide on-site support at registration desk and other activities.


  • Website Content Maintenance
    • Assist with the maintenance of CETPA website content. Tasks may include page production, copyediting, fixing links, enhancing page layouts, and uploading documents.


  • Other duties as assigned.