Membership Details Coordinator

Membership Details Coordinator

The Membership Details Coordinator plays an essential role in creating a seamless, personalized experience for our members. Serving as a central point of coordination, this position manages detailed member information, supports collaboration within the Membership Team and across departments, and assists with special projects that enhance the overall member experience. This role is ideal for someone who enjoys organizing details and takes pride in knowing their work truly matters. Through precision, care, and consistency, these efforts come together to reflect the high standards of professionalism and personalization that define The Union League of Philadelphia.

Duties and Responsibilities

Daily Tasks/As needed

• Answer and route general membership phone calls and emails via the main phone line, Membership line, and shared inboxes
• Support members with billing questions, website and mobile app access, event reservations, and account updates
• Maintain regular communication with prospective members, candidates, new and existing members, VIPs, and club leadership
• Maintain accurate member records, ensure data consistency across systems, and troubleshoot discrepancies
• Manage document archiving and records maintenance, including DocuWare indexing and upkeep
• Maintain working knowledge of membership categories, dues structures, and eligibility rules
• Assist with event preparation and materials
• Coordinate birthday communications and assist with member mailings and gift initiatives
• Manage the Member Relations Committee through logistics, data preparation, and correspondence
• Assist with annual member events, billing updates, and department-wide projects
• Coordinate with other departments to ensure member requests and special accommodations are addressed
• Log and track gifts, surprises, or personalized member experiences
• Assist with setting up and maintaining member directories or contact lists for internal use
• Help implement new processes or technology upgrades related to membership systems (e.g., Salesforce, DocuWare)
• Assist with special projects as assigned, supporting departmental initiatives and strategic priorities
• Assist with physical mailings

Monthly Tasks

• Attend and actively participate in Prospective Member Receptions, Admissions Interviews, New Member Orientations, and New Member Induction Dinners (evening hours on a rotating basis)
• Support event preparation and setup, including nametags, materials, and attendance tracking
• Manage birthday cards and emails, including maintaining monthly lists and sending weekly birthday updates to executive staff
• Review and assist with Banner and Bulletin edits as needed
• Track attendance and growth trends for recurring membership events to provide feedback to club leadership
• Support the admissions process by preparing candidate profiles, organizing and reviewing documentation for the Admissions Committee, and ensuring all relevant information and records are complete and ready for evaluation
• Support the onboarding of new members by preparing welcome packets, coordinating gifts, and ensuring all materials are ready for orientation and first interactions with the League

Quarterly/Annual Tasks

• Manage the Member Relations Committee, including meeting invitations, data preparation, setup, minutes, and billing
• Coordinate the annual Member Relations Holiday Party, including planning, RSVPs, and execution
• Provide tours and general membership information as needed
• Work with team members and Vice Presidents to organize committees for the upcoming year, including roll-offs, appointments, and thank-you correspondence
• Cross-train within the Membership Department to support coverage and continuity
• Participate in cross-training and special projects with opportunities for growth and expanded responsibility
• Support updates of member recognition programs

Annual Tasks

• Attend/work annual required events specific to The Union League's Member Events (New Year's Day, Fall Ball)
• Work within the Membership Department on special projects to be determined
• Assist team with sending annual appointment and recognition letters for various committees
• Support the planning and execution of the Membership Anniversary Reception

Qualifications & Skills

• Bachelor's degree required
• Exceptional attention to detail with strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office Suite and comfort working across multiple databases and systems
• Strong customer service mindset with a professional appearance and demeanor
• Strong note-taking and recordkeeping skills
• Ability to handle confidential information with discretion and professionalism
• Efficient, accurate, and detail-oriented with a high standard for data entry
• Flexible and adaptable, including availability to work occasional evenings for membership events

Benefits and Compensation:

• Fair wages and safe working environment
• Exposure to a national market
• Energetic, multi-faceted, team-oriented work atmosphere
• Employee meals
• Opportunities of promotion from within
• 401k retirement plan with employer match of up to 6% once required hours are met (for full-time and part-time employees)
• Choice of two Independence Administrators health plan products (for full-time employees)
• Dental insurance (for full-time employees)
• Employer paid life insurance and disability program (for full-time employees)
• Educational funding for employees and Scholarship opportunities for employee children and grandchildren

Room for Growth Department duties can shift over time, allowing team members to experience different roles in the membership process. It also provides future responsibility to train fellow team members and other staff at The League.

The Union League of Philadelphia