Membership Systems and Data Manager

Membership Systems and Data Manager

International News Media Association

Fully remote • Full time • Global recruitment • Little to no travel

Reports to the Director of Operations. This is a mid-level individual contributor role with responsibility for systems and processes; no direct reports are anticipated.

About INMA

The International News Media Association (INMA) is a nonprofit membership association serving the global news media industry. We connect professionals with practical ideas, research, events, and education that help news organizations grow and adapt.

About the role

We are seeking a hands-on systems professional to become INMA’s resident expert in Pixl8 ReadyMembership, our association management system (AMS). You will make the platform more reliable, improve the quality and usefulness of our data, and help colleagues use the system confidently.

Working closely with the Director of Operations, staff, and Pixl8, you will manage day-to-day administration, lead issue resolution, and coordinate the next phase of platform improvements. You will translate business needs into clear requirements and practical solutions, with room to introduce useful automation and better ways of working.

Key responsibilities

ReadyMembership administration and support

1. Own day-to-day platform administration, including approved configuration, fields, filters, workflows, user roles, and permissions. Maintain documentation of INMA’s customizations and operating procedures.
2. Support membership, event registration, email list management, reporting, and member access workflows. Help staff troubleshoot issues and identify whether the cause is data, configuration, process, or software.
3. Maintain an organized support intake and issue tracker, prioritize by business impact, and communicate status, workarounds, and resolution to affected colleagues.

Data quality and governance

1. Establish practical standards for data entry, record ownership, naming, required fields, imports, duplicate management, and retention, with clear responsibilities for each staff team.
2. Audit and improve contact and organization records, corporate parent and subsidiary relationships, membership status, organizational roles, and communication preferences.
3. Create repeatable validation and cleanup routines. Investigate discrepancies before merging, deleting, or changing records, and preserve relevant history and audit trails.

Vendor coordination and implementation

1. Serve as the primary operational liaison with Pixl8. Submit reproducible issue reports, follow up on agreed actions, and validate fixes with staff before closing tickets.
2. Document business requirements, acceptance criteria, priorities, and dependencies for new functionality. Distinguish configuration and training needs from changes requiring vendor development.
3. Coordinate the next phase of implementation, including a prioritized improvement backlog, user acceptance testing, regression testing, release communication, and approved rollout plans.
4. Track proposed costs and scope changes for leadership review. Maintain records of vendor commitments and escalate unresolved issues to the Director of Operations.

Reporting and connected systems

1. Build and maintain reliable filters, exports, reports, and dashboards for membership, corporate participation, engagement, event registrations, and operational performance.
2. Document field definitions, data mappings, source systems, and synchronization rules so reports and integrations use consistent information. Validate outputs against source records.
3. Work with finance and technical partners on data flowing between ReadyMembership, QuickBooks Online, Zoom, email tools, and INMA’s website. Investigate mismatches and coordinate corrective action with the appropriate specialist.
4. Maintain a practical inventory of connected platforms, owners, and key data flows. Recommend improvements to the broader technology stack when they directly support membership operations.

Staff training and safe data practices

1. Create role-based onboarding, short guides, recorded demonstrations, and refresher training. Maintain a searchable knowledge base and train designated backup administrators.Coordinate cybersecurity awareness training with qualified providers or technical partners, covering phishing, account security, safe sharing, and incident reporting.
2. Administer approved access controls and periodic access reviews. Support secure handling of personal data and approved retention and privacy procedures, escalating specialist questions to leadership and advisers.
3. Continuous improvement and innovation
4. Identify opportunities to reduce manual work, strengthen reporting, and improve enrollment, onboarding, renewals, and staff efficiency.
5. Pilot practical automation and AI-assisted workflows using approved tools and data safeguards. Assess value, test accuracy, and document successful approaches before wider use.
6. Present a manageable improvement roadmap with estimated effort, expected benefit, costs, and dependencies; prioritize with the Director of Operations.

Required qualifications

1. Approximately 3–5 years of relevant experience administering an AMS, CRM, membership database, or comparable business platform, with responsibility beyond data entry.
2. Hands-on experience configuring systems, improving data quality, creating reports and filters, troubleshooting workflows, and coordinating vendor support.
3. Ability to understand linked contact and organization records, membership rules, permissions, communication preferences, and the impact of changes across systems.
4. Strong Excel or equivalent spreadsheet skills, including lookups, deduplication, data validation, reconciliation, and import preparation.
5. Experience documenting processes, translating staff needs into requirements, testing system changes, and delivering clear, practical training.
6. Sound judgment with confidential information, strong follow-through, and the ability to prioritize work independently in a distributed team. Professional English communication skills are required.
7. Relevant education, training, or equivalent practical experience. A specific degree is not required.

Preferred qualifications

1. Direct experience with Pixl8 ReadyMembership is strongly preferred. Experience with a comparable association platform, such as iMIS, NetForum, or Salesforce-based membership systems, is also valuable.
2. Experience in a nonprofit, association, or membership organization, particularly with corporate memberships and parent and subsidiary structures.
3. Experience with event registration, group bookings, multicurrency workflows, email preference and suppression management, or accounting integrations.
4. Familiarity with APIs, data mapping, workflow automation, and business intelligence tools. SQL or scripting skills are helpful but not essential.

What success looks like

Within the first 90 days, you will establish a baseline data quality review, document key workflows and integrations, organize the issue backlog, deliver initial staff training, and agree on a prioritized improvement plan. Over time, success means fewer recurring errors, reliable reporting, clearer vendor accountability, and greater staff confidence using ReadyMembership.

Working arrangements and compensation

This is a fully remote role with little to no travel expected. Candidates may be based internationally, subject to INMA’s ability to establish an appropriate local working arrangement. Agreed working hours must allow regular collaboration with INMA’s global team and Pixl8; daily hours and time zone overlap will be discussed during recruitment.

Compensation will reflect experience, location, and the agreed employment arrangement. Benefits and paid leave will depend on location and eligibility, with details provided during recruitment.