Membership and Youth Engagement Coordinato-Wauwatosa Montessori

Membership Coordinator

9-Month School Year Positions Available!

Reports To: Club Manager

Employment Type: Part Time, 9-Month School Year

Hours per Week: 20-29 hours per week

Work Location: Wauwatosa Montessori School

12121 W. North Avenue, Wauwatosa, WI 53226

School Year Start Date: August 24, 2026

Schedule: Monday - Friday from 6:15AM to 11:45AM

Position Summary

The Membership Coordinator is the first point of contact for families, youth, and school partners at a Blue Door Academy school-based site. This role manages the full membership process from initial inquiry through active enrollment while serving as a frontline ambassador of the Blue Door Academy experience. The Membership Coordinator ensures that every family feels welcomed, every record is accurate, and every interaction reflects the professional standard Blue Door Academy is known for.

This is not an administrative role in the traditional sense. It is a people-first position that requires exceptional customer service instincts, organizational discipline, and a genuine commitment to serving youth and families with warmth and professionalism.

What This Role Requires: The Blue Door Academy Customer Service Standard

Every Membership Coordinator is expected to hold three commitments in every interaction:

Key Responsibilities

Member Welcome & Enrollment

• Greet all youth, families, and visitors warmly and professionally at point of entry.
• Serve as the primary point of contact for new family inquiries; guide families through the enrollment process clearly and efficiently.
• Process membership applications, collect required documentation, and enter data accurately into membership systems.
• Ensure all enrollment records are current, complete, and compliant with organizational and licensing requirements.
• Communicate enrollment status, program information, and site expectations to families in a timely manner.

Customer Service & Family Engagement

• Answer incoming phone calls, emails, and walk-in inquiries; respond within established customer service timeframes.
• Use the standard Blue Door Academy phone greeting and communication protocols in all family and stakeholder interactions.
• Address parent questions and concerns with professionalism and empathy; escalate unresolved issues to the Club/Site Director.
• Support parent engagement by distributing communications, event reminders, and program updates.
• Create a welcoming environment that reflects the Academy's core tenets: Youth First, Every Family Matters, and Relationships Are the Work.
• Plan and facilitate structured, engaging activities and enrichment sessions with youth that align to Blue Door Academy's program model and BGCA's core program areas.
• Deliver programming that incorporates BGCA's Five Key Elements of Positive Youth Development: safe environment, fun and belonging, supportive relationships, opportunities and expectations, and recognition.
• Follow the daily program schedule established by the Club Manager; arrive on time and prepared for each session

Records & Administrative Support

• Maintain accurate daily attendance records and submit required documentation on schedule.
• Manage membership files in accordance with organizational, regulatory, and confidentiality standards.
• Support operational compliance by maintaining records aligned with applicable state licensing requirements.
• Assist the Club/Site Director with administrative tasks and reporting as needed.
• Completes data entry Wisconsin Shares.
• Ensures proper receipt of all Club income.
• Prepares and submits invoices for payment.
• Operates and maintains office equipment and orders supplies.
• Responsible for administrative support for W2 updates and Registry.
• Maintain Club files including but not limited to personnel and budgetary.

Site Support & Safety

• In absence of and under the direction of the Manager is responsible for staff, members, building and operational duties.
• Maintain the front desk and reception area as a clean, organized, and welcoming space.
• Monitor site access and follow all visitor management and safety protocols.
• Support emergency procedures and communicate safety concerns promptly to the Club/Site Director.
• Must participate in required trainings by the Club, County, State, and/or funders.

Qualifications

Education

• Required: High school diploma or equivalent.

Experience

• Minimum 1 year of experience in a customer service, front desk, or administrative support role.
• Experience working with youth, families, or in a community-based setting preferred.
• Prior experience with Boys & Girls Clubs of America or a comparable youth-serving organization preferred.

Required Certifications & Clearances

• Successful completion of all required background checks, fingerprinting, TB and physical tests, as well as any other regulatory clearances prior to being hired.
• CPR/First Aid certification (required within 90 days of hire).
• Mandated Reporter training completed upon hire.
• Within 90 days, completion of required Wisconsin Childcare Registry/Certification classes and clearances.
• Wisconsin Childcare Registry Level 7 or above preferred.

Skills & Abilities

• Exceptional verbal and written communication skills; professional and warm in all interactions.
• Strong attention to detail; accuracy in data entry and record maintenance.
• Proficiency in basic computer applications including email, scheduling tools, and data management systems.
• Ability to manage multiple tasks simultaneously in a fast-paced, people-centered environment.
• Reliable, punctual, and accountable; able to meet the demands of a full-time professional schedule 40 hours per week.
• Cultural competence and demonstrated commitment to equity, inclusion, and belonging.

Physical Requirements

This position requires the ability to sit and stand for extended periods, move throughout program spaces, and actively engage with youth and families throughout each shift. Staff may be required to lift up to 25 lbs. and work in both indoor and outdoor environments.

Boys & Girls Clubs of Greater Milwaukee