Membership Coordinator- Blue Door Academy

Job Title:

Membership Coordinator

Department:
Operations / School-Based Sites (Blue Door Academy)

Reports To:

Club / Site Director

Status:
Part-Time, Non-Exempt (Up to 25 hours per week)

Work Location:

School-Based Site

Effective Date: 12/15/2026

The Boys & Girls Clubs of Southern North Carolina (BGCSENC) is a youth development organization committed to enabling all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. Serving children and teens through Club sites across southeastern NC, BGCSENC provides safe, inclusive, and engaging environments that foster academic success, healthy lifestyles, good character and citizenship, and workforce readiness.

Through high-quality programming, dedicated staff, and strong community partnerships, BGCSENC empowers youth to become successful leaders in their schools, communities, and future careers.

The Membership Coordinator is the welcoming face and first point of contact for the Blue Door Academy site. This position manages front-desk operations, greets members, families, and visitors, and coordinates daily intake, enrollment, and attendance-tracking processes. The Membership Coordinator sets the tone for a positive, safe, and organized Club environment by delivering exceptional customer service, managing member records accurately and confidentially, and supporting site leadership with day-to-day administrative functions.

At Blue Door Academy, the front desk is not simply a reception area—it is the operational anchor of our site culture. The Membership Coordinator embodies our core service standard in three daily practices:
You Greet with Purpose, You Own the Member Experience, and You Hold the Standard.

• Afternoon Entry Greeting:
  Enthusiastically greet members, families, school personnel, and visitors upon arrival; verify and sign in all visitors in accordance with Club security and background verification protocols.
• Application Processing:
  Distribute, collect, review, and process membership applications, emergency contact cards, medical forms, and fee agreement documents; verify complete documentation prior to enrollment.
• Orientation & Onboarding:
  Provide new families with site orientation information, handbooks, schedule details, and program overviews; answer onboarding questions thoroughly and warmly.
• Enrollment Compliance:
  Track enrollment numbers, monitor active capacities, maintain waiting lists, and ensure all student registration records adhere to BGCSENC requirements.

• Family Inquiries & Communication:
  Serve as the primary liaison between families and site staff; respond to parent questions in person, by telephone, and via email with professionalism and empathy.
• Phone Protocols & Dispatch:
  Answer incoming site calls using standard Blue Door Academy greetings; promptly route messages to the Site Director, lead teachers, and group leaders.
• Conflict Resolution:
  De-escalate parent concerns and registration questions with patience and active listening, and immediately elevate complex grievances or safety-related issues to the Club/Site Director.
• Announcements & Reminders:
  Maintain clear, organized parent information boards, distribute site newsletters, and send calendar reminders regarding site schedules, early dismissals, and family event nights.

• Daily Attendance Management:
  Accurately record, verify, and reconcile daily student attendance rosters; immediately follow up on unexcused absences or missing students in coordination with school administration.
• Student Database Administration:
  Enter…