Membership Coordinator- Blue Door Academy

Boys & Girls Clubs of Southeastern North Carolina•Winnabow, NC

10d•$19 - $21•Onsite

About The Position

The Membership Coordinator is the welcoming face and first point of contact for the Blue Door Academy site. The position manages front-desk operations, greets members, families, and visitors, and coordinates daily intake, enrollment, and attendance tracking. The coordinator helps create a positive, safe, and organized Club environment through customer service, accurate and confidential member records, and administrative support for site leadership. The role embodies Blue Door Academy’s service practices: “You Greet with Purpose,” “You Own the Member Experience,” and “You Hold the Standard.” The role is part-time and non-exempt, up to 25 hours per week, at a school-based site. Work is typically during after-school program hours, Monday through Friday, 2:00 p.m. to 6:30 p.m., with occasional daytime or weekend hours for site setup and family events. The position reports to the Club / Site Director.

Requirements

High school diploma or equivalent.
At least 1 to 2 years of experience in administrative support, customer service, front-desk reception, or school-based youth programming.
Exceptional verbal and written communication skills, strong active listening, and composure in a busy school environment.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and student information or membership management databases.
Strong organization and recordkeeping skills, with the ability to handle confidential data accurately and discreetly.
Current CPR and First Aid certification, or ability to obtain certification within 30 to 60 days of employment.
Successful completion of BGCA Child Safety training, Mandated Reporter training, and Blue Door Academy front-desk customer service modules.
Pre-employment criminal background check, national sex offender registry check, fingerprinting, and drug screening.
Frequent sitting at a front-desk workstation; periodic standing, walking, reaching, bending, and lifting office supplies up to 25 pounds.
Ability to manage frequent visual and auditory interactions with children, parents, and staff, multitask, and communicate by phone in an active school lobby.

Nice To Haves

Associate degree in office administration, human services, or a related field.
Bilingual proficiency in English and Spanish.
Familiarity with North Carolina child care licensing regulations and school-based site operations.

Responsibilities

Greet members, families, school personnel, and visitors; sign in visitors according to security and background verification protocols.
Distribute, collect, review, and process membership applications and required emergency contact, medical, and fee agreement documents; confirm documentation is complete before enrollment.
Orient new families by providing site information, handbooks, schedules, and program overviews, and answer onboarding questions.
Track enrollment and capacity, maintain waiting lists, and ensure registration records meet BGCSENC requirements.
Serve as the primary liaison between families and site staff, responding to inquiries in person, by telephone, and by email.
Answer incoming calls using standard Blue Door Academy greetings and route messages to the Site Director, lead teachers, and group leaders.
De-escalate parent concerns and registration questions, escalating complex grievances and safety-related issues to the Club / Site Director.
Maintain parent information boards, distribute newsletters, and send schedule, early dismissal, and family event reminders.
Record, verify, and reconcile daily student attendance; follow up on unexcused absences or missing students with school administration.
Enter membership data, emergency contacts, medical notes, and payment records into the membership tracking system accurately and promptly.
Maintain physical and digital student files and audit records monthly for compliance with local health department and NC Division of Child Development licensing standards.
Manage office and reception supply inventory and prepare program materials, sign-in sheets, and parent handbooks as requested.
Monitor entry doors, enforce security buzz-in procedures, verify authorized pickups against emergency cards, and check photo identification for unfamiliar individuals.
Keep the reception area, lobby, and front-desk station clean, professional, stocked, and organized.
Maintain emergency sign-in binders, parent contact rosters, and first-aid response logs; assist the Site Director during fire, severe weather, and lockdown drills.
Support member loading and dismissal rosters for transportation and walking groups, confirming headcounts before vehicle departure.
Collaborate daily with site leadership, teachers, youth development professionals, and youth members to coordinate communication and operations.
Maintain professional, customer-focused contact with families, school personnel, bus drivers, community partners, vendors, and licensing officials.