Membership Services Coordinator

Job Description

Job Description

TITLE: Membership Services Coordinator

PERFORMANCE PROFILE SOURCE: Individual Contributor

DEPARTMENT: Club Operations

REPORTS TO: Service Director

FLSA Status: Non-Exempt

WORKER CATEGORY: Part-Time

JOB CLASS: Clerical

EEO Job Category: Administrative Support

LOCATION: West Orange Branch

ADDRESS: 459 9th Street, Winter Garden, FL 34787

POSITION SUMMARY:

The Membership Services Coordinator is responsible for providing regular clerical and administrative support to the Service Director or other Club staff as needed. This role involves preparing correspondence and reports, maintaining the club member database and statistical information, managing schedules and calendars, answering telephones, and organizing electronic and hard-copy files. Additionally, the coordinator greets and directs visitors, maintains the front desk and lobby area, assists with membership inquiries and applications, and ensures courteous and quality customer service while maintaining the safety of Club members. The coordinator may also assist with other administrative or clerical support activities.

KEY ROLES (Essential Job Responsibilities):

1. Membership and Front Desk Management:

• Facilitate club member data daily, ensuring accuracy and completeness, including the collection of fees and issuance of membership cards.
• Provide technical support for setting up parent portal accounts and assist families with access as needed.
• Oversee the front desk area, admitting members and guests, ensuring attendance tracking, volunteer sign-ins, and coordinating the dismissal process while maintaining a welcoming environment.
• Collect membership dues and program fees, adhering to financial management policies and tracking payment plans.
• Control access to program areas, ensuring visitors and volunteers sign in.
• Greet and welcome guests, notifying staff of visitors; maintain office security by controlling access via the reception desk.
• Provide basic information in-person and via phone/email; facilitate internal/external package deliveries.

2. Administrative Support:

• Maintain a master schedule of Club activities and events, disseminating information to relevant parties.
• Answer and screen phone calls, referring callers or taking messages as necessary.
• Perform clerical duties such as preparing correspondence, reports, draft letters, and promotional materials; proofread all materials for accuracy.
• Monitor club & office supply inventory and order supplies as needed; oversee office equipment inventory.
• Assist with scheduling, meeting, and event preparation, and other administrative duties as needed.
• Work with the Service Director on drafting and updating club communications.
• Oversee front desk and club coverage schedules; facilitate maintenance of office equipment.
• Participate in special programs, staff meetings, field trips, and training events.
• Support field trip planning and day of support as needed.
• Other duties as assigned.

3. Communication and Relationship Building:

• Establish trusting relationships with Club members, parents/caregivers, volunteers, community stakeholders, and visitors.
• Act as the main contact for Club communications and oversee general email accounts and voicemail services.
• Complete grant and program reports accurately and timely when responsible.
• Assist in planning recruitment events and participate in effective club operations by helping where needed.
• Ensure office common areas are tidy and presentable.

QUALIFICATION REQUIREMENTS:

• High school diploma or GED required.
• Minimum of one year of clerical and administrative experience.
• Proficiency in using common office equipment such as printers, scanners, photocopiers, telephones, and computers.
• Typing/keyboarding skills with a minimum speed of 45 words per minute.
• Familiarity with software including word processing, databases, spreadsheets, and publications; experience with Microsoft Outlook, Microsoft 365 Office Suite, Salesforce, or similar office software is a plus.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Strong customer relations skills.
• Ability to maintain strict confidentiality.

KEY ROLES & COMPETENCIES

1. Ensures Accountability: Takes personal responsibility for decisions and actions, which is crucial for maintaining accurate member data, adhering to financial policies, and ensuring commitments are met.
2. Communicates Effectively: Effective communication is essential for interacting with club members, staff, and visitors and managing correspondence and reports.
3. Youth-Centered Approach : Dedicated to understanding and meeting the needs of Club members, parents, and the broader community. This involves establishing and maintaining strong relationships, ensuring that all stakeholders feel valued and supported, and continuously seeking feedback to improve services.
4. Plans and Aligns: This involves setting objectives that align with broader club & organizational goals, which is essential for managing schedules, coordinating events, and ensuring efficient club operations.
5. Collaborates: Building partnerships and working collaboratively with others to meet shared objectives is key for coordinating with club staff and volunteers to facilitate smooth operations.

ADDITIONAL ACCOUNTABILITIES

Relationships

• Internal: Maintains close, daily contact with Club staff (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel.
• External: Maintains contact with members, families and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

ENVIRONMENTAL AND WORKING CONDITIONS:

• The position requires working in both indoor and outdoor environments of an office or facility setting, which may involve exposure to varying weather conditions.
• Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals.
• Required to operate a motor vehicle.
• Must be able to perform CPR or first aid if needed.
• Work in environments frequented by children and families, requiring adherence to safety and conduct standards that ensure a child-friendly and family-oriented atmosphere.
• Must be adaptable to a dynamic work schedule, including evenings and weekends, to support volunteer activities and events.

PHYSICAL AND MENTAL REQUIREMENTS:

• Physically capable of performing activities and duties on-site, including lifting to 50 pounds, standing, sitting, or walking for extended periods, bending, and reaching.
• Ability to maintain a high energy level when necessary.
• Visual and auditory acuity to monitor the environment and ensure safety standards are maintained.
• Mental resilience and the ability to stay focused and effective in a busy, sometimes noisy environment.
• Capacity to handle multiple tasks simultaneously and prioritize effectively.
• Operates a computer and other office productivity equipment such as a copy machine, phone, printer, tablet, and typing on a keyboard (frequently).
• Highly developed interpersonal skills to interact positively with volunteers, youth members, community members, and other staff.
• Exposure to outdoor weather conditions (occasionally).

Pre-Employment and Ongoing Compliance Requirements:

• Candidates must successfully pass a pre-employment drug screening and background check.
• Continued employment is contingent upon passing randomized drug screenings as part of our commitment to maintaining a safe and healthy work environment.

Disclaimer:

The information presented in this job description is intended to illustrate the general nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the needs of the club and the direction of the Club Director and Chief Executive Officer.

Department of Children and Families Level II Background Check - Please see the link below to the new Care Provider Background Screening Clearinghouse Education and Awareness website. This site was implemented under the directive of House Bill 531 (2025).