Membership & Outreach Coordinator

Description

Title:  Membership & Outreach Coordinator 

Hours: Full-time, Salary

Pay: $45,000 - $47,500

Department: Membership

Reports to:  Executive Director

The purpose of this job description is to report the functions, requirements, working conditions, and membership responsibilities of the Membership & Outreach Coordinator.

ESSENTIAL FUNCTIONS:

Reporting to the CEO/President and working closely with the Admin. team, the Membership Coordinator is responsible for all aspects of membership for the organization including recruitment of new members, retention of existing members, operations of membership service center, and supervision of membership services staff. Additionally, the Membership & Outreach Coordinator  will be responsible for providing coverage at the membership desk and for clerical duties, as well as management of various data systems, processes that enhance Club services and desired outcomes oversee community events and building rentals.

KEY RESPONSIBILITIES:

Member Services

· Implements membership strategies and processes that support recruitment of new members and retention of existing members. Creates a member-focused culture and models relationship-building skills, in all interactions. Fosters a climate of innovation and resolves problems to ensure member satisfaction.

· Promotes program and membership enrollment in interactions with existing and potential members. Coordinates program registration, including logistics to support phone, walk-in, and online registration. Coordinates with marketing efforts to maximize enrollments and provides ongoing support to department managers on related issues. Coordinates with Finance office on the collection and processing of monies collected.

· Participates in the planning and managing of the annual budget; manages and implements the approved budget for membership and takes appropriate action to correct variances.

· Ensures proper implementation of member service procedures. Reviews and updates desk procedures and communicates changes to staff. Coordinates with the Business office on all financial procedures.

· Responsible for assisting the Development department with external/internal marketing campaigns and tasks with direct connection to programs, childcare, camp, and other membership services.

· Participates in staff meetings and/or work-related meetings.

· Assists the Admin. team with administrative functions related to membership and Business office.

· Oversee and coordinate Club community events and birthday parties.

· Collaborate with local organizations and attend local community events.

Data Management

· Become proficient in all aspects of membership operations system and take ownership of database maintenance and accuracy (cleaning data). Work with tech support to resolve any issues or questions that may arise. 

· Develop quality assurance plan and monitor data integrity to ensure data is recorded correctly and timely by Club membership staff.

· Work in collaboration with Admin. team to determine what data is necessary to measure outcomes critical to the organization and how the data should be reviewed, analyzed, and acted upon on a regular basis.

· Create training materials on membership operations system procedures and serve as a resource for Club staff in regards to questions, trainings, and troubleshooting. Initiate meetings as necessary to ensure successful use of data systems throughout the Club.

· Design reports and queries to effectively track outcomes and facilitate meetings with Club staff to review data and monitor quality. Update the organizational benchmarks as necessary or as requested by the President & CEO and Director of Operations. 

· Monitor internal surveys as needed to enhance program quality and member recruitment & retention.

· Perform other duties as assigned.

· Ensure all cash and check receipts received at membership are processed and entered into the Club’s operational database accurately and in a timely manner.

Supervision

· Allocate, monitor, and manage Membership staff, ensuring productive and effective performance. 

· Create and monitor staff schedule to ensure that there is adequate staff when the building is open.

· Trains, develops, schedules, and directs membership services personnel and volunteers as needed. Reviews and evaluates staff performance. Develops strategies to motivate staff and achieve goals.

· Conduct formal performance reviews and lead staff meetings.

MINIMUM REQUIREMENTS:

· Education/Experience: High School Diploma with 2 years of related job experience; Associate (or Bachelor) degree preferred.

· Minimum of two years’ experience in the operation of a Boys & Girls Club (or similar organization) preferred.

· Successfully pass background record check process.
 

SKILLS/KNOWLEDGE:

· Demonstrate ability to effectively manage flow of communication. 

· Requires well-developed interpersonal skills and the demonstrated ability to project a positive image and communicate clearly, professionally and effectively through oral and written mediums with diverse groups of individuals. 

· Requires strong project management, math, and organizational skills with the ability to prioritize and manage multiple assignments from different sources while meeting deadlines. 

· Must demonstrate initiative, strong leadership skills, and the ability to provide guidance to staff and volunteers with a variety of educational and experiential backgrounds. 

· Working knowledge of Microsoft Office (Excel, Word, PowerPoint, and Outlook) required.

· Advanced skill related to database management and project management, including research to identify appropriate options for systems upgrade or change, training and implementation of systems related to membership, and proven ability to outline measurement and evaluation procedures for internal database systems. 

WORKING CONDITIONS:

Fast paced work environment; flexibility to working schedules may be required due to changing business demands. While performing the duties of this job, the employee is regularly required to sit and use hands to touch, handle or feel. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Work environment can be loud at times. The employee must occasionally lift and/or move up to 25 pounds. An equal opportunity employer and a smoke, drug, and alcohol free workplace.

Requirements

· Education/Experience: High School Diploma with 2 years of related job experience; Associate (or Bachelor) degree preferred.

· Minimum of two years’ experience in the operation of a Boys & Girls Club (or similar organization) preferred.

Successfully pass background record check process.