Membership Coordinator

TITLE: Membership Coordinator
STATUS: Full-Time, Exempt
LOCATION: Vermillion
PAY: $47,000 annually
REPORTS TO: Unit Director

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 is responsible for managing front desk operations, supervising front desk staff, and leading efforts to recruit and onboard new members, families, volunteers, and front desk personnel. This role oversees data tracking for all youth memberships and ensures the entryway provides a welcoming, safe, and engaging environment for parents, families, donors, and visitors.
The Membership Coordinator collaborates closely with the Development, Marketing, and Communications Departments to create and request promotional materials, including Club newsletters, event marketing, field trip advertisements, and community engagement resources for school district and local events. The position also supports outreach initiatives to recruit new members and strengthen retention efforts, helping to foster meaningful community connections and engagement. The Membership Coordinator is expected to promote the Club’s core values—teamwork, impact-driven initiatives, excellence, and strong character—both within and beyond the organization. This position oversees membership operations for the Vermillion 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 team with a sense of urgency of parents, youth, donors, or visitors that need assistance or further follow up.

• 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 Development, Marketing and Communications Departments to create and request promotional materials, including Club newsletters, event marketing, field trip advertisements, and community engagement resources for school district and local events.
• Support outreach initiatives to recruit new members and enhance retention efforts, ensuring strong community connections and engagement.

• 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.

• 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.

• Bachelor’s degree, two-year technical degree, or at least two years of equivalent experience preferred.
• 1–2 years of experience working with youth ages 3 through 12th grade.
• 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., Salesforce or similar platforms) is a plus.
• Ability to work a flexible schedule, primarily Monday–Friday, between 10:00 AM–6:00 PM during the school year and 7:15 AM–6:15 PM during the summer, with occasional evening hours and very rare weekend commitments for special Club events.

• 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.