Membership Services Coordinator

Boys & Girls Clubs Location:

Cocoa Branch

Address: 814 Dixon Boulevard, Cocoa, FL 32922

TITLE: Membership Services Coordinator

PERFORMANCE PROFILE SOURCE: Individual Contributor

DEPARTMENT: Club Operations

REPORTS TO: Service Director

FLSA Status:Non-Exempt

WORKER CATEGORY: Part-Time / Full-Time

JOB CLASS: Clerical

EEO Job Category: Administrative Support

POSITION SUMMARY:

The Membership Services Coordinator is responsible for providing regular clerical and administrative support to the Service Director or other Club staff as needed. This role involves preparing correspondence and reports, maintaining the club member database and statistical information, managing schedules and calendars, answering telephones, and organizing electronic and hard-copy files. Additionally, the coordinator greets and directs visitors, maintains the front desk and lobby area, assists with membership inquiries and applications, and ensures courteous and quality customer service while maintaining the safety of Club members.

The coordinator may also assist with other administrative or clerical support activities.

KEY ROLES (Essential Job Responsibilities):

1. Membership and Front Desk Management:

• Facilitate club member data daily, ensuring accuracy and completeness, including the collection of fees and issuance of membership cards.
• Provide technical support for setting up parent portal accounts and assist families with access as needed.
• Oversee the front desk area, admitting members and guests, ensuring attendance tracking, volunteer sign-ins, and coordinating the dismissal process while maintaining a welcoming environment.
• Collect membership dues and program fees, adhering to financial management policies and tracking payment plans.
• Control access to program areas, ensuring visitors and volunteers sign in.
• Greet and welcome guests, notifying staff of visitors; maintain office security by controlling access via the reception desk.
• Provide basic information in-person and via phone/email; facilitate internal/external package deliveries.

2. Administrative Support:

• Maintain a master schedule of Club activities and events, disseminating information to relevant parties.
• Answer and screen phone calls, referring callers or taking messages as necessary.
• Perform clerical duties such as preparing correspondence, reports, draft letters, and promotional materials; proofread all materials for accuracy.
• Monitor club & office supply inventory and order supplies as needed; oversee office equipment inventory.
• Assist with scheduling, meeting, and event preparation, and other administrative duties as needed.
• Work with the Service Director on drafting and updating club communications.
• Oversee front desk and club coverage schedules; facilitate maintenance of office equipment.
• Participate in special programs, staff meetings, field trips, and training events.
• Support field trip planning and day of support as needed.
• Other duties as assigned.

3. Communication and Relationship Building:

• Establish trusting relationships with Club members, parents/caregivers, volunteers, community stakeholders, and visitors.
• Act as the main contact for Club communications and oversee general email accounts and voicemail services.
• Complete grant and program reports accurately and timely when responsible.
• Assist in planning recruitment events and participate in effective club operations by helping where needed.
• Ensure office common areas are tidy and presentable.

QUALIFICATION REQUIREMENTS:

• High school diploma or GED required.
• Minimum of one year of clerical and administrative experience.
• Proficiency in using common office equipment such as printers, scanners, photocopiers, telephones, and computers.
• Typing/keyboarding skills with a minimum speed of 45 words per minute.
• Familiarity with software including word processing, databases, spreadsheets, and publications; experience with Microsoft Outlook, Microsoft 365 Office Suite, Salesforce, or similar office software is a plus.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Strong customer relations skills.
• Ability to maintain strict confidentiality.

KEY ROLES & COMPETENCIES

Ensures Accountability: Takes personal responsibility for decisions and actions, which is crucial for maintaining accurate member data, adhering to financial policies, and ensuring commitments are met.

Communicates Effectively: Effective communication is essential for interacting with club members, staff, and visitors and managing correspondence and reports.

Youth-Centered Approach:
Dedicated to understanding and meeting the needs of Club members, parents, and the broader community. This involves establishing and maintaining strong relationships, ensuring that all stakeholders feel valued and supported, and continuously seeking feedback to improve services.

Plans and Aligns: This involves setting objectives that align with broader club & organizational goals, which is essential for managing schedules, coordinating events, and ensuring efficient club…