Membership Services Coordinator

Job Title: Membership Services Coordinator Revised Date: 3/2026

Department: Fundraising

Reports To: Chief Operations Officer

FLSA Status: ☒Non-Exempt ☐Exempt Pay Grade: $40,000

annualized

Position Summary

The Membership Services Coordinator leads the strategy, growth, engagement, and retention of the

organization’s membership program. This role is responsible for increasing membership revenue,

strengthening member relationships, supporting volunteer chapters, and ensuring an exceptional member

experience aligned with the organization’s waterfowl conservation mission.

Essential Duties & Responsibilities

Membership Processing & Data Management

• Assists in the development of the annual membership business plan to include creating

membership tiers based on level of support

• Process new memberships, renewals, upgrades, and cancellations

• Maintain accurate member records in CRM/database systems

• Conduct regular data audits to ensure accuracy and completeness

• Generate reports on membership activity, trends, and revenue

• Prepare segmented mailing and email lists for campaigns

• Research and make recommendations on software platforms and programs to effectively manage

member and supporter database

Member Services & Support

• Serve as primary point of contact for member inquiries via phone, email, and website

• Manage data flow from above membership registrations and code appropriately

• Resolve membership billing, renewal, and account issues in a timely manner

• Coordinate fulfillment of membership materials (cards, decals, publications, incentives)

• Ensure consistent and professional communication with members

Renewal & Retention Support

• Execute renewal campaigns (email, mail, phone outreach)

• Monitor lapsed memberships and support re-engagement efforts

• Track renewal performance and provide data to leadership

• Support implementation of loyalty and recognition programs

• Determine and coordinate sponsor gift packages

• Respond to donor inquiries via phone and email

• Support recognition programs for sponsors and donors

• Generate thank you and acknowledgement letters to donors

Event & Chapter Support

• Determine and prepare membership materials and supplies for banquets, expos, and conservation

events

• Process memberships generated through events and chapter activities

• Provide administrative support to volunteer chapter leaders regarding membership procedures and

activities

• Contact and organize vendors for various events as required

• Track and reconcile event-related membership revenue

• Attend SCWA events and banquets as required

Administrative & Reporting Support

• Compile monthly and quarterly membership reports

• Track key performance indicators (new members, retention rate, revenue)

• Maintain standard operating procedures and documentation

• Support special projects as assigned by Chapter Development Director and COO

• Assist Fundraising Coordinator as needed

• Assist in overall office administration as requested including mail and logging checks

Qualifications

Education & Experience

• Associate’s or Bachelor’s degree in nonprofit management, business, communications, or related

field preferred

• 1–3 years of administrative, customer service, or nonprofit experience

• Experience working with CRM or membership database systems preferred

• Familiarity with conservation, hunting, or outdoor communities is a plus

Skills & Competencies

• Strong attention to detail and organizational skills

• Excellent customer service and communication skills

• Proficiency in Microsoft Office and database systems

• Ability to manage multiple tasks and meet deadlines

• Basic data reporting and analytical skills

• Ability to work independently and as part of a team

Working Conditions

• Primarily office-based with extended computer use

• Occasional evening or weekend work to support events

• Occasional outdoor and varied banquet venues

• Limited travel to chapter meetings or conservation events as needed