What are the responsibilities and job description for the Membership Program Coordinator position at The Boston Athenaeum?
Boston Athenaeum
Membership Program Coordinator
The Membership Program Coordinator plays a vital role in fostering meaningful connections with members, enhancing their experience from the moment they join. Reporting to the Membership Manager, this position is responsible for managing new member engagement, including planning and hosting orientations and mixers, conducting welcome calls, and overseeing the distribution of welcome materials. The Coordinator actively supports member retention by tracking first-year engagement, conducting proactive outreach, and managing renewal acknowledgment processes.
This is a full-time position.
Duties & Responsibilities:
New Member Engagement and Retention
Hosts New Member Orientations and Mixers to foster connections and enhance the first-year membership experience.
Conducts welcome calls to new members, addressing questions and providing a personal point of contact.
Processes, prepares, and distributes New Member Packets (NMP) with essential membership materials on a weekly basis.
Tracks first-year member retention, analyzes feedback, and adjusts engagement strategies accordingly with the Membership Manager.
Member Outreach and Communication
Processes, prepares, and distributes renewal acknowledgment letters (RENACK) on a weekly basis.
Conducts proactive mid-year calls to engage members, address questions, promote upcoming events, and assess membership satisfaction.
Initiates preemptive membership renewal calls to encourage renewals, strengthen engagement, and record outcomes in the CRM for effective follow-up.
Event Coordination & Support
Coordinates new member mixers in collaboration with the Events team, including invitations, reminders, registration tracking, and post-event follow-up.
Support and attend member-focused events to maintain strong member connections.
Membership Processing and Renewals
Executes lapsed member campaigns and recapture efforts to reduce churn.
Processes new memberships and renewals, including notifying and assisting those with failed membership transactions.
Assist with Institutional Memberships and Proprietorships, handling renewals, inquiries, and ongoing communication.
Administrative & Front Desk Support
Provides front desk coverage as needed, ensuring a welcoming environment for members and visitors.
Assists with general membership inquiries and supports daily membership operations.
Qualifications & Requirements
Minimum of one year’s experience in a similar role with related duties
May require occasional evening and weekend hours
Ability to proactively assess needs, think critically, and offer flexible solutions while maintaining a positive, professional demeanor
Strong communication, organizational, and multitasking skills, with customer service experience preferred
Experience with CRM preferred
The Boston Athenæum is an equal opportunity employer. We welcome candidates who will increase our diversity; we encourage candidates of color and all diverse candidates to apply and are committed to hiring individuals who value a diverse and inclusive work environment. The Boston Athenæum is also committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. To request a reasonable accommodation, please contact the Director of Business Operations & Augusta Thomas Director of Finance, Christopher Boudrot, at 617-720-7642.
