What are the responsibilities and job description for the Member & Parent Coordinator position at Boys & Girls Clubs of Acadiana?
Title: Member and Parent Coordinator
Reports to: Unit Director
Reports to: Unit Director
Department: Operations
Status:
Job Summary
The Member and Parent Coordinator is responsible for providing the highest quality of service to members, parents, volunteers and the community. He/She manages the front desk operations including membership enrollment, tracking member attendance, collection and processing of fees, assisting with Club tours, providing information to parents, submitting financial, program and attendance reports.
Key Roles
- Manage all aspects of the front desk including ensuring front desk policies and procedures are followed
- Cordially greet and assist all members, parents, volunteers, staff and community members who enter the building
- Create a positive and friendly environment where everyone feels welcome • Update membership registrations/ information as well as Club programs in the My Club Hub system
- Communicate with appropriate staff about any pertinent information included on member application (i.e. allergies, behavioral issues, medication needs, etc.)
- Greet members warmly as they arrive; enter member attendance each day
- Ensure phones are answered, transferring calls and/or taking and delivering messages when necessary; check messages regularly and return calls as soon as possible, preferably same day
- Collect and record all fee payments
- Promote member enrollment; ensure Member database is updated and complete
- Assist Club Director with logging all member discipline/incident reports
- Assist Club Director in reconciling cash with My Club Hub reports and provide to the organization's HR/Finance Department on a timely basis
- Provide attendance and other member-related data to administration as requested
- Communicate with members and parents on a regular basis, including providing information about upcoming events, programs, community assistance organizations, etc.
- Be a liaison between Club staff/leadership and the schools/other Club partners with staff and leadership as needed
- Attend staff meetings as scheduled
- Contact the Area Director or Director of Operations if there is an emergency, particularly if emergency personnel (fire, police, EMT, etc.) are called
- Assist with establishing building safety procedures and training staff and members on them and EOP as needed
- Assist with membership recruitment and Club tours
- Stay up to date on My Club Hub updates and participate regularly in My Club Hub trainings
- Other duties as assigned
Additional Responsibilities
- May be assigned special projects by the Club Director.
- Must participate in the after school pick up program if necessary.
- Must assist with the outreach of new members
- Track Food Service program daily (attendance and number of meals) utilizing the tracking database provided by the food vendor
- Assist and ensure all membership data is accurately captured and checked regularly in the My Club Hub system by running specific reports weekly as assigned by Club Director and/or Area Directors.
Relationships
Internal: Maintains close daily contact with Club staff and supervisor to receive/provide information, discuss issues, and explain guidelines/instructions.
Internal: Maintains close daily contact with Club staff and supervisor to receive/provide information, discuss issues, and explain guidelines/instructions.
External: Maintain contact with members, families and the general public to give and obtain information, either in response to inquires or as instructed by supervisor.
Skills/Knowledge Required
- High School Diploma or equivalent.
- Two years’ related experience working with youth/family-oriented agencies.
- Demonstrated ability and interest in working with youth.
- Must exhibit excellent interpersonal and organizational skills with attention to detail.
- Strong communication skills, both oral and written.
- Skilled in Microsoft Office products and database management.
- Must be able to demonstrate the Boys & Girls Clubs of Acadiana programs and philosophy.
- Willingness and ability to become proficient in My Club Hub
Disclaimer
The information presented indicates the general nature of work and the expected level of work of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.