Workforce Development- Membership Services Coordinator

The role of the Membership Services Coordinator is to provide exceptional customer service to various clients of Boys & Girls Clubs of Dane County (BGCDC), which includes members, families, volunteers, partners, renters, and community members. The Coordinator creates a welcoming environment and ensures the McKenzie Regional Workforce Center provides the ultimate programmatic experience. The Membership Coordinator's duties include maintaining a clean and organized reception area, ensuring that all areas of the facility are presentable and in good working condition for students, knowing the activities offered at the workforce center, greeting clients, responding to inquiries promptly, maintaining the enrollment and payment process, and providing administrative support to the Workforce Development Leadership team. Additionally, the Membership Coordinator supports the nutrition program by fulfilling essential food service responsibilities and administrative tasks such as ordering food, dispersing the menu, reheating food, storing food, serving meals, and maintaining a sanitary cooking environment as needed. The Membership Coordinator may also assist in programming when not performing primary job responsibilities. This position may require working during morning, weekend, and night hours. Organized individuals who enjoy working with the community are ideal for this role.

The Member Services Coordinator is also expected to be flexible and adaptable, taking on other duties to support the organization's objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Membership Management: 40%

• Ensure membership applications are complete, accurate, and current.
• Always maintain member attendance and tracking procedures through a membership management system.
• Create and implement protocols to ensure accurate membership count and attendance tracking with the support of the AVP of Workforce Development.

Customer Service: 20%

• Greet all clients in a welcoming manner to create an inviting atmosphere.
• Respond to all inquiries (phone/email) promptly.
• Assist all guests and building users with facility needs.
• Accept deliveries and mail and provide notification to the appropriate department.
• Answer incoming phone calls and contact the appropriate person.
• Escort guests/clients throughout the facility.

Maintain a Safe Environment: 10%

• Ensure guests, building users, and volunteers follow tracking and safety policies.
• Monitor and maintain control of the entrance and exit of the building
• Abstain from personal phone usage when supervising students and/or providing customer service.

Facility Maintenance: 10%

• Ensure all areas of the Skilled Trades programming are clear of clutter, in a sanitary condition, and good working order, including food service areas.
• Complete basic food service tasks such as storing food properly, reheating food, serving food, and maintaining sanitary food service areas as assigned.

Administrative: 10%

• Assist in processing invoices and reconciling credit card statements for payment.
• Maintain inventory and order departmental supplies for daily work and special projects.
• Support Workforce Development Leadership as assigned.

Member Interaction 10%

• Provide supervision of members when not completing essential duties and as assigned.

BUDGET RESPONSIBILITIES

• Responsible for fiscal stewardship of organizational and grant-provided funds.

RELATIONSHIPS

Internal and external relationships are essential to the role.

Internal: As an integral part of our team, you will maintain close, daily contact with Club staff (both professional and volunteer), Club members, and your supervisor. This continuous communication ensures the seamless exchange of information, facilitates discussions on pertinent issues, clarifies guidelines and instructions, provides instruction and guidance, and offers counseling when necessary.

External: Externally, you will maintain contact as needed with various community groups, schools, members' parents, and other stakeholders to foster collaborative relationships and assist in resolving any arising issues. By actively engaging with these external partners, you contribute to creating a supportive network and ensuring the well- being of our members within the broader community.

KNOWLEDGE, SKILLS, AND ABILITIES

The objective and measurable knowledge, skills, and abilities an employee must possess to perform this job successfully.

• At least 18 years old.
• At least 3 years of previous customer service preferred.
• Proficient in Microsoft Office Suite and/or G Suite.
• Previous data entry experience preferred.
• Desire to work with youth (ages 5-18) and community members

EDUCATION AND EXPERIENCE

The minimum allowable education and experience required is based on job-related requirements. Include licensing and certifications if applicable.

• Diploma/GED/HSED required.
• Post-secondary experience preferred.

REQUIRED HOURS

Typical working hours, including required holidays and travel. This position is classified as non-exempt and full-time regular, 40 hours weekly requiring availability during operational hours (9:00 am-8:00 pm) to fulfill the essential duties of the role, which may include working on holidays, weekends, and evenings as necessary to support events. Typical shifts are 8:30 am to 5:00 pm or 11:30 am to 8:30 pm, depending on programming schedules. Hours will be determined based on enrolment and may vary.

WORKING CONDITIONS & PHYSICAL DEMANDS

Notable conditions or physical exertion are considered essential duties. Physical requirements: Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals. The ability to clearly and concisely exchange/receive ideas, facts, and technical information with others. Ability to visually monitor the activities of club members. The employee must be able to perform CPR or first aid. The employee must use hands to handle or feel and reach with hands and arms. The employee must frequently stand, walk, climb, balance, stoop, jump, kneel, crouch, or crawl. The employee is required to operate a motor vehicle. The employee is occasionally required to sit. The employee may occasionally lift or move up to 25 pounds.