Parent Coordinator/Data Clerk

Job Description

Job Description

Department: Programs
Supervisor: Club Director
Status: Part-Time, Non-Exempt
Location: Thomson Club – 221 Pecan Avenue, Thomson, GA
Schedule: Monday–Friday, primarily between 11:00 a.m. and 7:00 p.m., based on Club needs but up to 35 hours/ week.

 

POSITION SUMMARY: 

The Parent Coordinator/Data Clerk serves as an important connection between Boys & Girls Clubs of Greater Augusta, our members, and their families. This position combines parent and family engagement with membership administration, data management, and general Club support.

The Parent Coordinator/Data Clerk is responsible for creating a welcoming and supportive experience for parents and caregivers while ensuring member registrations, attendance, records, and required documentation are complete, accurate, and maintained appropriately.

Working under the direction of the Club Director, this position communicates regularly with families, supports member recruitment and enrollment, maintains member information in My Club Hub (MCH), coordinates family engagement opportunities, and connects families with Club and community resources.

The ideal candidate is organized, detail-oriented, professional, and comfortable balancing administrative responsibilities with frequent interaction with children, families, staff, schools, and community partners.

Membership Registration & Data Management

• Manage the member registration and enrollment process, including collecting and reviewing required documentation.
• Ensure membership files are complete, accurate, organized, and securely maintained both on site and electronically.
• Enter, update, and maintain member and family information in My Club Hub (MCH), including current contact and household information.
• Verify and maintain accurate daily member attendance in MCH.
• Monitor membership records and follow up with families regarding missing, incomplete, or outdated information.
• Maintain documentation necessary to support grant requirements, program reporting, audits, and organizational compliance.
• Maintain confidentiality of all member, family, and organizational records.
• Assist with reports, data collection, and other administrative responsibilities as requested.

Parent & Family Engagement

• Serve as a primary point of contact for parents and caregivers, providing professional, timely, and helpful assistance.
• Build positive relationships with members and families and help ensure they feel welcomed, informed, and connected to the Club.
• Communicate information regarding Club programs, activities, schedules, events, closures, deadlines, and other important updates to parents and caregivers.
• Provide parents with assistance and resources related to their child's participation in Club programs.
• Maintain a monthly parent communication and engagement log.
• Plan, organize, promote, and support monthly family engagement events and activities.
• Maintain appropriate documentation of family engagement activities, including attendance, written summaries, flyers, and photographs.
• Develop and distribute monthly newsletters, calendars, flyers, and other communications to keep families informed of Club activities, upcoming events, and community resources.
• Recruit and coordinate parent volunteers as needed.
• Connect parents and families with appropriate community resources when requested.

Club & Community Support

• Serve as a receptionist and provide front desk support, including welcoming members, parents, visitors, and community partners.
• Maintain professional communication with schools, teachers, staff, community organizations, and other individuals who support Club members and families.
• Attend school open houses, community events, and other approved outreach opportunities to support member recruitment and promote Club programs.
• Participate in community meetings and networking opportunities that may provide resources, partnerships, or additional support for Club members and families.
• Work collaboratively with the Club Director and Club staff to identify and address member and family needs.
• Provide general administrative and program support as needed.
• Demonstrate professionalism, dependability, confidentiality, and positive customer service in all interactions.
• Perform other duties as assigned to support Club operations and organizational objectives.

RELATIONSHIPS

Internal: Maintains regular communication and close working relationships with the Club Director, Club staff, volunteers, members, and other Boys & Girls Clubs of Greater Augusta team members to exchange information, coordinate services, address concerns, and support effective Club operations.

External: Maintains professional relationships with parents and caregivers, schools, teachers, community organizations, service providers, volunteers, and other community partners to support members and families and strengthen community connections.

EDUCATION, EXPERIENCE & QUALIFICATIONS

• High school diploma or GED required.
• Minimum of two years of relevant administrative, customer service, family engagement, data entry, youth development, or related experience preferred.
• Strong computer skills with proficiency in Microsoft Office, including Word, Excel, Outlook, and related technology.
• Ability to learn and effectively use organizational databases and membership management systems, including My Club Hub (MCH).
• Typing/keyboarding proficiency of approximately 35–50 words per minute.
• Strong attention to detail with the ability to maintain complete and accurate records.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and follow-through skills.
• Ability to manage multiple responsibilities and prioritize tasks effectively.
• Ability to work independently, take initiative, and complete assignments with limited supervision.
• Ability to analyze information, identify discrepancies, and resolve routine problems.
• Ability to communicate professionally and effectively with members, parents, staff, managers, schools, and the public.
• Ability to maintain strict confidentiality when handling member, family, employee, and organizational information.
• Ability to remain professional and organized in a fast-paced Club environment where priorities may change throughout the day.

ENVIRONMENT & WORKING CONDITIONS

This position requires daily interaction with Club members, families, staff, volunteers, schools, community organizations, and other individuals. Work is performed primarily in a Club and office environment; however, participation in community events, school events, field trips, and other off-site activities may be required.

The position requires availability during afternoon and evening Club hours. Occasional weekend or extended hours may be required based on program and organizational needs.

Physical requirements may include prolonged periods of sitting or standing, walking throughout the Club, bending, kneeling, reaching, and lifting or moving objects weighing up to 25 pounds. Occasional outdoor work and moderately physically demanding activities may also be required.

DISCLAIMER

The information presented in this job description describes the general nature and level of work expected of employees assigned to this position. It is not intended to be a comprehensive list of all duties, responsibilities, qualifications, or objectives associated with the role.

Duties and responsibilities may be modified or additional responsibilities may be assigned based on the needs of Boys & Girls Clubs of Greater Augusta.

Employment is contingent upon successful completion of all required background checks and other pre-employment requirements established by Boys & Girls Clubs of Greater Augusta.