Membership Systems Manager

Job Description

Job Description

Clubs and school sites (Location may change due to business needs)

DEPARTMENT/PROJECT OVERVIEW

The Boys & Girls Clubs of Greater San Diego (BGCGSD or Clubs) CHANGES LIVES through quality programs and guidance in a safe, affordable, and fun environment. BGCGSD’s mission is to inspire and enable youth to achieve academic success, build good character and responsible citizenship and make healthy lifestyle choices. We have been providing a safe, fun and positive environment at our sites with trained and dedicated professional staff for over 80 years. Members are involved in age-appropriate activities based upon our three priority outcomes of Academic Success, Character Development and Healthy Lifestyles.

POSITION OVERVIEW

The Membership Systems Manager is responsible for the administration, oversight, accuracy, and continuous improvement of the organization's membership and youth development data systems. This position supports system interoperability, monthly dashboards, data pulls, annual reporting, program data collection and storage, and the management of data systems that convert program activity into measurable impact data for funding, compliance, strategic decision-making, and continuous improvement.

The Membership Systems Manager plays a key role in software modernization and serves as a primary system support resource for managers, membership clerks, program staff, leadership, and external stakeholders. This role is accountable for monitoring data quality and supporting accurate data entry across all BGCGSD sites countywide, while translating data into clear, executive-level insights that demonstrate program impact and inform organizational decisions.

Function Name/Tasks

MEMBERSHIP AND YD DATA SYSTEMS MANAGEMENT

1. Maintain, administer, and oversee the organization's membership tracking system and youth development data systems.
2. Support system interoperability, software modernization, and process improvements that strengthen data access, reporting, and usability.
3. Design, collect, organize, and store program data to support funding, compliance, continuous improvement, and organizational learning.
4. Manage data systems that convert program activity, attendance, engagement, and outcomes into measurable impact data.
5. Implement and maintain data standards, workflows, procedures, and documentation across programs and sites.

DATA QUALITY, DASHBOARDS, AND REPORTING

1. Develop and maintain monthly dashboards, data pulls, performance reports, and metrics reporting for leadership and program teams.
2. Prepare data and reporting to support the annual report, funder requirements, compliance needs, and organizational planning.
3. Conduct regular audits to ensure data accuracy, completeness, consistency, and timeliness across all BGCGSD sites countywide.
4. Identify and resolve data discrepancies, duplicate records, incomplete information, and inconsistent data entry practices.
5. Analyze program and membership data and translate findings into executive-level insights, recommendations, and strategic decision support.

MEMBERSHIP OPERATIONS SUPPORT

1. Support managers, membership clerks, and program teams in tracking membership, grants, attendance, engagement, participation, outcomes, and compliance-related data.
2. Partner with leadership to identify key metrics and reporting tools that demonstrate program impact and support continuous improvement.
3. Assist in the development and implementation of membership and program data procedures, workflows, and accountability structures.
4. Ensure timely communication regarding membership status, data expectations, reporting deadlines, and system changes.
5. Provide accurate and usable data for decision-making, funding proposals, compliance reporting, and organizational storytelling.

TRAINING AND SYSTEM SUPPORT

1. Train managers, membership clerks, and staff on proper use of membership and youth development data systems.
2. Develop user guides, training materials, dashboards, and standard operating procedures to support consistent system use.
3. Monitor system use and data entry practices to ensure accountability, accuracy, and timely completion of required data tasks.
4. Troubleshoot system issues and coordinate with software vendors, IT support, or internal stakeholders as needed.
5. Test system updates, enhancements, integrations, and modernization efforts prior to implementation.

RECORDS MANAGEMENT AND COMPLIANCE

1. Maintain confidentiality and security of member information.
2. Ensure compliance with organizational policies and applicable privacy regulations.
3. Establish and maintain electronic and physical record retention procedures.
4. Support audits, accreditation reviews, and data verification requests.

SAFETY & WELLNESS

1. Ensure a safe, clean, and welcoming environment for all youth, staff, and visitors by consistently enforcing safety protocols and organizational policies.
2. Be proactive in identifying and reporting any safety concerns or maintenance requirements to ensure a safe working environment for everyone.
3. Participate in safety drills and contribute to ongoing risk assessment and emergency preparedness efforts.
4. Contribute to the ongoing improvement of Club safety and wellness policies and procedures across the Club.

SPECIAL CONDITIONS OF EMPLOYMENT:

• Successful completion of pre-employment background check
• Maintains compliance with the organization's drug-free workplace policy
• Valid Driver’s license and verification of insurance
• Occasional weekends and evenings in support of fundraising events, committee meetings, trainings, and activities
• CPR & First Aid Certification

QUALIFICATIONS

1. Associate's degree required; Bachelor's degree preferred in business administration, information systems, nonprofit management, data management, or a related field required.
2. Three or more years of experience in database administration, data management, membership management, nonprofit operations, program evaluation, or related administrative work required.
3. Experience and proficiency using data systems, Microsoft Excel, and reporting or business intelligence tools, such as Power BI or Tableau, are required.
4. Experience with CRMs or database platforms such as Salesforce, membership systems, youth services databases, or comparable systems required.
5. Experience building, maintaining, or monitoring systems to track program data such as grants, attendance, engagement, participation, outcomes, or compliance metrics required..
6. Strong understanding of data quality, data integrity, reporting workflows, and system documentation required.
7. Ability to analyze data, identify trends, and prepare clear performance and metrics reports required.
8. Critical thinking, strategic decision support, and analytical skills required
9. Ability to translate complex data into executive-level insights, recommendations, and user-friendly reporting required.
10. Strong attention to detail and commitment to accurate, complete, and timely data entry across multiple sites required.
11. Strong organizational, project management, customer service, communication, and training skills required.
12. Ability to maintain confidentiality and handle sensitive participant, family, membership, and program information required.
13. Ability to support users with varying levels of technical expertise and promote consistent data practices across teams required.

BENEFITS WE OFFER

• Comprehensive medical, dental, and vision insurance
• Paid vacation and sick leave
• Discounted Club membership
• 401(k) retirement savings plan with employer matching contributions
• Employee Assistance Program (EAP)
• Professional development and growth opportunities
• Staff discounts and exclusive perks

The information presented is intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

DISCRIMINATION STATEMENT

The BGCGSD prohibits discrimination against current staff or applicants on the basis of sex (including pregnancy, childbirth or related medical conditions), race, religion, color, national origin, physical or mental disability, protected medical condition, marital status, age, sexual orientation, gender identity, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law. BGCGSD is an equal opportunity employer.