Membership and Youth Engagement Coordinator - Underwood

Membership Coordinator

9-Month School Year Positions Available!

Reports To:

Club Manager

Employment Type:

Part Time, 9-Month School Year

Hours per Week: 20-29 hours per week

Direct Reports:
None

Work Location:

School Based Site

School Year

Start Date:

August 24, 2026

Schedule:

Monday - Friday from 6:15AM to 11:45AM

Blue Door Academy Location

• Underwood Elementary School

Position Summary

The Membership Coordinator is the first point of contact for families, youth, and school partners at a Blue Door Academy school-based site. This role manages the full membership process — from initial inquiry through active enrollment — while serving as a frontline ambassador of the Blue Door Academy experience. The Membership Coordinator ensures that every family feels welcomed, every record is accurate, and every interaction reflects the professional standard Blue Door Academy is known for.

This is not an administrative role in the traditional sense. It is a people-first position that requires exceptional customer service instincts, organizational discipline, and a genuine commitment to serving youth and families with warmth and professionalism.

What This Role Requires:
The Blue Door Academy Customer Service Standard

Every Membership Coordinator is expected to hold three commitments in every interaction:

Key Responsibilities

Member Welcome & Enrollment

• Greet all youth, families, and visitors warmly and professionally at point of entry.
• Serve as the primary point of contact for new family inquiries; guide families through the enrollment process clearly and efficiently.
• Process membership applications, collect required documentation, and enter data accurately into membership systems.
• Ensure all enrollment records are current, complete, and compliant with organizational and licensing requirements.
• Communicate enrollment status, program information, and site expectations to families in a timely manner.

Customer Service & Family Engagement

• Answer incoming phone calls, emails, and walk-in inquiries; respond within established customer service time frames.
• Use the standard Blue Door Academy phone greeting and communication protocols in all family and stakeholder interactions.
• Address parent questions and concerns with professionalism and empathy; escalate unresolved issues to the Club/Site Director.
• Support parent engagement by distributing communications, event reminders, and program updates.
• Create a welcoming environment that reflects the Academy's core tenets:
  Youth First, Every Family Matters, and Relationships Are the Work.
• Plan and facilitate structured, engaging activities and enrichment sessions with youth that align to Blue Door Academy's program model and BGCA's core program areas.
• Deliver programming that incorporates BGCA's Five Key Elements of Positive Youth Development: safe environment, fun and belonging, supportive relationships, opportunities and expectations, and recognition.
• Follow the daily program schedule established by the Club Manager; arrive on time and prepared for each session

Records & Administrative Support

• Maintain accurate daily attendance records and submit required documentation on schedule.
• Manage membership files in accordance with organizational, regulatory, and confidentiality standards.
• Support operational compliance by maintaining records aligned with applicable state licensing requirements.
• Assist the Club/Site Director with administrative tasks and reporting as needed.
• Completes data entry Wisconsin Shares.
• Ensures proper receipt of all Club income.
• Prepares and submits invoices for payment.
• Operates and maintains office equipment and orders supplies.
• Responsible for administrative support for W2 updates and Registry.
• Maintain Club files including but not limited to personnel and budgetary.

Site Support & Safety

• In absence of and under the direction of the Manager is responsible for staff, members, building and operational duties.
• Maintain the front desk and reception area as a clean, organized, and welcoming space.
• Monitor site access and follow all visitor management and safety protocols.
• Support emergency procedures and communicate safety concerns promptly to the Club/Site Director.
• Must participate in required…