Title: Membership Coordinator

Reports to: Club Director

FLSA Status: Non-exempt/ Hourly

Location: 2700 W. 19th Ave., Gary, IN 46404

Status: Full Time

Expected hours: 11 am to 7 pm Monday- Friday

Approved Hourly Rate: $14.50 to $17.50

Job Summary:

The Membership Coordinator serves as the first point of contact and ambassador for the Club, creating a welcoming, safe, and professional environment for members, families, staff, volunteers, and visitors. This position is responsible for front desk operations, exceptional customer service, membership administration, MyClubHub data management, and enforcement of safety procedures, including the Safe Passage policy.

The Membership Coordinator plays a critical role in ensuring accurate membership records, supporting program registration, and maintaining a secure and organized entry process to protect youth and staff.

Major Duties and Responsibilities

Safety & Front Desk Operations

• Serve as the Club ambassador by warmly greeting members, parents, staff, volunteers, vendors, and visitors while ensuring all individuals properly sign in and follow security procedures.
• Monitor and enforce the organization’s Safe Passage policy to ensure safe arrival and dismissal of all members.
• Maintain the safety, security, and professional appearance of the front desk and entry area.
• Monitor visitor access, vendor sign-in, and ensure proper identification and documentation procedures are followed.
• Immediately communicate safety concerns or incidents to Club leadership.

Customer Service & Communication

• Provide exceptional customer service by responding to inquiries in person, via phone, and electronically in a timely and professional manner.
• Maintain and distribute information regarding Club programs, special events, leagues, and activities.
• Maintain and update the master calendar of Club activities and communicate changes effectively to staff and families.
• Support member recruitment, enrollment, and renewal efforts while ensuring all required documentation is complete and accurate.

Membership & MyClubHub Administration

• Oversee membership application intake, processing, renewals, and file maintenance.
• Maintain accurate member records, attendance tracking, and parent/guardian information within MyClubHub.
• Ensure daily attendance and program participation data is entered accurately and in a timely manner.
• Generate daily, weekly, and monthly membership and attendance reports to support program evaluation and compliance requirements.
• Support specialty program, league, and event registration processes through MyClubHub.
• Maintain confidentiality and compliance with all data management policies.

Financial & Administrative Responsibilities

• Collect membership, program, league, and rental fees in accordance with organizational cash-handling procedures.
• Issue receipts, reconcile daily transactions, and prepare bank deposits accurately.
• Maintain front desk and facility supply inventory.
• Attend required staff and agency meetings.
• Perform other related duties as assigned.

Knowledge/Skills Required:

• High school diploma or equivalent required.
• Minimum one year of administrative or customer service experience.
• Demonstrated commitment to youth safety and customer service excellence.
• Experience with membership management software (MyClubHub preferred).
• Working knowledge of youth development principles; Boys & Girls Club experience preferred.
• Strong computer skills including data entry, reporting, and basic office software.
• Ability to read, write, and communicate effectively in English.
• Excellent interpersonal, organizational, and communication skills.
• Ability to prioritize tasks, manage time effectively, and maintain attention to detail.
• Ability to communicate effectively with youth, families, staff, volunteers, and community partners.
• Self-starter with strong problem-solving abilities and professionalism.
• Must possess or be able to obtain CPR and First Aid certification.
• Ability to pass a criminal history background check.
• Ability to satisfactorily pass a drug screen for all federally illegal substances.
• Must be eligible to work in the US.