Membership Coordinator

Description

TITLE: Membership Coordinator

REPORTS TO: Unit Operations Manager/ Program Director

STATUS: Non-Exempt

PRIMARY FUNCTION:

The Membership Coordinator serves as the front line of the Club’s mission, creating the first

and most consistent point of connection for youth and families. This role is responsible for

managing membership intake, front desk operations, and data preparation to ensure every

member is accurately registered, accounted for, and able to safely access Club services.

Through accurate data management, strong family engagement, and consistent enforcement

of Club procedures, the Membership Coordinator plays a critical role in protecting program

quality, supporting funding and compliance, and ensuring the Club can effectively serve the

community. This position is both people-facing and systems-driven, requiring

professionalism, accountability, and attention to detail at all times.

Key Roles (Essential Job Responsibilities)

Membership Intake & Enrollment

• Serve as the first point of contact for members and families, managing new
• enrollments and annual renewals.
• Ensure all applications and required documentation are complete, accurate, and
• ready for system entry.
• Communicate membership requirements, policies, and program availability clearly
• to families.

Front Desk Operations & Member Access

• Manage daily front desk operations, including check-in and check-out procedures.
• Ensure only active, registered members enter the Club.
• Maintain a safe, structured, and professional entry point by enforcing Club policies
• and procedures.

Attendance & Record Management

• Accurately record and maintain daily attendance in a timely manner.
• Maintain organized and complete membership records (digital and physical)
• Follow up with families to resolve missing or incomplete information.

Data Coordination & Accountability

• Ensure all membership data is accurate, complete, and ready for entry into the
• Club’s system.
• Collaborate with the Data & Compliance Coordinator to resolve discrepancies and
• correct errors.
• Maintain records in an audit-ready state at all times.

Family Communication & Engagement

• Manage day-to-day communication with families, including updates, reminders, and
• support during enrollment.
• Utilize communication tolls (e.g. Remind) to ensure consistent and timely
• messaging.
• Escalate behavioral concerns, incidents, or sensitive matters to Club leadership.
• Serve as a professional representative of the Club in all family interactions.

Additional Responsibilities

• Assist with enrollment periods, special events, and operational needs as assigned.
• Perform other duties as needed to support Club operations.

Requirements

Skills/Knowledge Required

• High school diploma or GED required.

• Bilingual (English/Spanish) required.

• Experience in customer service, administrative support, or youth-serving

organizations preferred.

• Strong attention to detail and ability to manage multiple tasks in a fast-paced

environment.

• Comfortable working with data systems, computers, and standard office software.

• Ability to handle confidential information with professionalism and discretion.

Disclaimer

The information presented indicates the general nature and level of work expected of

employees in this position. It is not designed to contain, nor to be interpreted as a

comprehensive inventory of all duties, responsibilities, qualifications, and objectives

required of employees in this job.