What are the responsibilities and job description for the Membership Coordinator position at Boys & Girls Club of the Northern Plains, Inc.?
TITLE: Membership Coordinator
LOCATION: Brookings
REPORTS TO: Elementary Director
CLASSIFIED: Full-Time, Exempt
MISSION: To inspire and enable all young people, especially those who need us most, to realize their full potential as productive, responsible, and caring citizens.
JOB SUMMARY: The Membership Coordinator will manage front desk operations, supervise front desk staff, and lead member recruitment and new family onboarding. This role involves recruiting new families, members, volunteers and front desk staff. The Membership Coordinator will oversee data tracking for all youth memberships and ensure a clean, positive, fun, safe, and friendly environment in the entryway for parents, families, donors, and all visitors. The Membership Coordinator is expected to embody and promote the Club's values of teamwork, impact-driven initiatives, excellence, and good character both inside and outside of the Club.
JOB DUTIES:
Front Desk Oversight:
- Manage daily front desk operations.
- Responsible for the onboarding, training, supervision, and guidance of Front Desk Staff.
- Supervise and support front desk staff to ensure efficient and friendly service.
- Responsible for financial reconciliations and payments due to the Club.
- Manage all lost and found items.
- Communicate with supervisor and Directors with a sense of urgency of parents, youth, donors, or visitors that need assistance or further follow up.
Member & Volunteer Recruitment & Retention:
- Lead, create and implement efforts to recruit new families, members and volunteers.
- Serve as the primary point of contact for membership-related inquiries.
- Oversee the entire membership registration process for new and renewing members.
- Ensure that all membership forms, documentation, and fees are processed accurately and timely.
- Communicate with families regarding membership status, updates, and requirements.
- Responsible for all correspondence to Club families.
- Collaborate with the Marketing and Communications Department to develop and request marketing materials, including but not limited to Club newsletters, promotions for special activities and events, field trip advertisements, and materials for volunteer recruitment and tracking.
- Assist with outreach efforts to attract new members and retain current ones.
Data Management:
- Maintain accurate, up-to-date records in the Club's membership database (e.g., MyClubHub).
- Ensure that member data is complete and confidential, regularly reviewing and updating as needed.
- Coordinate with program staff to verify data accuracy and assist with reporting.
- Ensure that members are properly scanned in and out of the facility in the data tracking platform.
Other:
- Understand, implement, demonstrate, and teach principles of behavior management.
- Supervise program spaces, help create program plans, assist with behavior management of youth.
- Attend 100% of all staff meetings monthly, biweekly one-on-one meetings, and biweekly team meetings.
- All other duties as assigned.
EMPLOYMENT QUALIFICATIONS:
- Bachelor’s Degree from an Accredited University or 2 years equivalent experience is preferred.
- Previous experience in customer service, data management, or membership coordination is preferred.
- Strong organizational and communication skills.
- Detail-oriented with the ability to manage multiple tasks efficiently.
- Proficiency in Microsoft Office Suite and experience with data management software (e.g., MyClubHub or similar platforms) is a plus.
- Ability to work between the hours of 10am-7pm (School Year) and 7:15am–6:15pm (Summer); Monday-Friday and Club special events as assigned.
PHYSICAL REQUIREMENTS:
- Must be of the mental and physical capacity to observe, interact, and communicate with youth, staff, volunteers, parents, etc. at the Club to ensure safety of the space and others, provide guidance and reflection per the Club priority outcomes and goals.
- Ability to stand/sit for long periods of time throughout a shift.
- Ability to operate various types of general office equipment including PC, telephone, copier, etc.
- This position is safety-sensitive.
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.
We are proud to be an Equal Opportunity Employer and a Drug-Free Workplace!
All qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, non-job-related disability, or any other protected class. The Boys & Girls Club of the Northern Plains provides reasonable accommodations to applicants and employees in compliance with local, state, and federal laws and regulations. Applicants requiring reasonable accommodation for any part of the application/hiring process should contact Human Resources to communicate their request for accommodation at 605-692-3333.
