Membership Coordinator- Blue Door Academy

 

                                                       

Position Description

Job Title: Membership Coordinator

Department: Operations / School-Based Sites (Blue Door Academy)

Reports To: Club / Site Director

Status: Part-Time, Non-Exempt (Up to 25 hours per week)

Work Location: School-Based Site

Effective Date: 12/15/2026

 

Organizational Overview

The Boys & Girls Clubs of Southeastern North Carolina (BGCSENC) is a youth development organization committed to enabling all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. Serving children and teens through Club sites across Southeastern NC, BGCSENC provides safe, inclusive, and engaging environments that foster academic success, healthy lifestyles, good character and citizenship, and workforce readiness. Through high-quality programming, dedicated staff, and strong community partnerships, BGCSENC empowers youth to become successful leaders in their schools, communities, and future careers.

About the Position

The Membership Coordinator is the welcoming face and first point of contact for the Blue Door Academy site. This position manages front-desk operations, greets members, families, and visitors, and coordinates daily intake, enrollment, and attendance-tracking processes. The Membership Coordinator sets the tone for a positive, safe, and organized Club environment by delivering exceptional customer service, managing member records accurately and confidentially, and supporting site leadership with day-to-day administrative functions.

At Blue Door Academy, the front desk is not simply a reception area—it is the operational anchor of our site culture. The Membership Coordinator embodies our core service standard in three daily practices: You Greet with Purpose, You Own the Member Experience, and You Hold the Standard.

Key Responsibilities

Member Welcome, Intake & Enrollment

• Afternoon Entry Greeting: Enthusiastically greet members, families, school personnel, and visitors upon arrival; verify and sign in all visitors in accordance with Club security and background verification protocols.
• Application Processing: Distribute, collect, review, and process membership applications, emergency contact cards, medical forms, and fee agreement documents; verify complete documentation prior to enrollment.
• Orientation & Onboarding: Provide new families with site orientation information, handbooks, schedule details, and program overviews; answer onboarding questions thoroughly and warmly.
• Enrollment Compliance: Track enrollment numbers, monitor active capacities, maintain waiting lists, and ensure all student registration records adhere to BGCSENC requirements.

Customer Service & Family Engagement

• Family Inquiries & Communication: Serve as the primary liaison between families and site staff; respond to parent questions in person, by telephone, and via email with professionalism and empathy.
• Phone Protocols & Dispatch: Answer incoming site calls using standard Blue Door Academy greetings; promptly route messages to the Site Director, lead teachers, and group leaders.
• Conflict Resolution: De-escalate parent concerns and registration questions with patience and active listening, and immediately escalate complex grievances or safety-related issues to the Club/Site Director.
• Announcements & Reminders: Maintain clear, organized parent information boards, distribute site newsletters, and send calendar reminders regarding site schedules, early dismissals, and family event nights.

Records, Attendance & Administrative Support

• Daily Attendance Management: Accurately record, verify, and reconcile daily student attendance rosters; immediately follow up on unexcused absences or missing students in coordination with school administration.
• Student Database Administration: Enter membership data, emergency contacts, medical notes, and payment records into the organizational membership tracking management system promptly and accurately.
• Licensing Record Audits: Maintain organized physical and digital student files; audit records monthly to ensure 100% compliance with local health department and NC Division of Child Development licensing standards.
• Supply Inventory & Office Administration: Maintain inventory of office and reception supplies; prepare copies of program materials, sign-in sheets, and parent handbooks as requested by site leadership.

Site Support, Reception & Safety

• Secure Access & Lobby Oversight: Monitor front-entry doors, enforce security buzz-in procedures, verify authorized pickups against emergency cards, and check government-issued photo IDs for unfamiliar individuals.
• Lobby Presentation: Ensure the reception area, lobby, and front-desk station remain clean, professional, well-stocked, and organized at all times.
• Safety & Emergency Support: Maintain emergency sign-in binders, parent contact rosters, and first-aid response logs; assist the Site Director during fire, severe weather, and safety lockdown drills.
• Minibus & Transport Support: Support member loading and dismissal rosters for transportation and walking groups, ensuring accurate headcounts before vehicle departure.

Relationships

• Internal: Maintains daily collaborative contact with the Club / Site Director, lead teachers, youth development professionals, and youth members to coordinate site communication and operations.
• External: Maintains professional, customer-focused contact with parents/caregivers, school administration, teachers, bus drivers, community partners, vendors, and licensing officials.

Skills / Knowledge Required

Required Qualifications

• Education: High School Diploma or equivalent required; Associate degree in office administration, human services, or related field preferred.
• Experience: Minimum of 1 to 2 years of experience in administrative support, customer service, front-desk reception, or school-based youth programming.
• Communication: Exceptional verbal and written communication skills; strong active listening skills; ability to maintain composure in busy, dynamic school environments.
• Technical & Database Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and student information/membership management databases.
• Attention to Detail: Strong organizational and recordkeeping skills with the ability to manage confidential data with discretion and accuracy.

Required Certifications & Clearances

• Safety Certifications: Current CPR and First Aid certification (or ability to obtain within 30 to 60 days of employment).
• Mandatory Training: Successful completion of BGCA Child Safety training, Mandated Reporter training, and Blue Door Academy front-desk customer service modules.
• Background Clearances: Mandatory pre-employment criminal background check, national sex offender registry check, fingerprinting, and pre-employment drug screening.

Preferred Qualifications

• Bilingual Ability: Bilingual proficiency in English and Spanish is highly preferred.
• Licensing Knowledge: Familiarity with North Carolina child care licensing regulations and school-based site operations.

Physical Requirements / Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: Frequent sitting at front-desk workstation; periodic standing, walking, reaching, bending, and lifting office supplies up to 25 pounds.
• Sensory & Mental Demands: High-volume visual and auditory interaction with children, parents, and staff; frequent multitasking and phone communication in an active school lobby environment.
• Work Hours: Part-time schedule of up to 25 hours per week during after-school program hours (typically Monday through Friday, 2:00 p.m. – 6:30 p.m.), with occasional daytime or weekend hours for site setup and family events.

Disclaimer

The information presented indicates the general nature and level of work expected in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

The Boys & Girls Clubs of Southeastern North Carolina is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive, safe environment for all employees, volunteers, and members.