Membership Specialist

Boys & Girls Clubs•Winterville, NC

15h•Onsite

About The Position

Under the direction of the Vice President of Club Impact, the Membership Specialist manages and oversees all membership operations across Boys & Girls Clubs of the Coastal Plain (BGCCP), ensuring a consistent, family-friendly, and accurate enrollment experience. This role serves as the organizational lead for MyClubHub (MCH) membership workflows, including application creation, membership maintenance, attendance accuracy, parent engagement, and staff support. The Membership Specialist ensures data integrity within the system and provides membership and attendance reports. This position also oversees financial components of the membership process, including billing, refunds, credits, and notifying Clubs of money owed.

Requirements

High School Diploma or GED equivalent
Must submit three (3) professional references.
Valid Driver’s License
Must successfully complete a drug screening and background check prior to employment.

Nice To Haves

Bachelor’s Degree from an accredited higher education institution in business administration, information systems, or a similar field.
Experience with youth-serving or membership-based organizations preferred.
Strong proficiency with database systems; MyClubHub or Salesforce experience strongly preferred.
Excellent problem-solving, customer service, and communication skills.
Ability to train and support staff with varying technological skill levels.
Strong attention to detail, organizational skills, and ability to manage multiple deadlines.
Commitment to the mission of Boys & Girls Clubs and serving youth and families.

Responsibilities

Oversee and maintain all membership processes in MyClubHub, including creating, updating, and monitoring membership applications for school-year, summer, and specialty programs.
Ensure membership applications reflect accurate pricing, Club details, waivers, and program requirements.
Maintain clean and accurate member records in accordance with BGCCP and BGCA compliance standards.
Support Clubs in managing waitlists, enrollment capacity, and roster organization.
Serve as the primary contact for parent questions regarding enrollment, account setup, payments, membership status, and general system navigation.
Troubleshoot and resolve parent portal issues including duplicate accounts, login issues, incorrect applications, or payment errors.
Provide excellent customer service through timely communication by email, phone, and in-person support.
Responsible for maintaining and updating the parent portal as needed.
Review daily and weekly attendance entries to ensure accuracy and alignment with organizational and grant reporting requirements.
Identify errors, missing attendance, or inconsistencies and work directly with Club staff to resolve them.
Provide attendance or membership reports as needed to Operations and Club leadership.
Maintain data accuracy while collaborating with the Vice President of Club Impact, who oversees data analysis, dashboards, and formal reporting.
Serve as the organization’s primary MCH administrator for membership and attendance functions.
Train all Club staff on MyClubHub workflows, including attendance tracking, membership applications, reporting tools, and correct data entry procedures.
Troubleshoot system issues and escalate cases to BGCA or MyClubHub support when necessary.
Oversee membership billing cycles, including monthly charges, fee adjustments, and financial corrections.
Process and document refunds, credits, voids, and adjustments within MyClubHub.
Ensure accurate billing for families based on enrollment status, subsidies, vouchers, and program requirements.
Notify Clubs of outstanding balances, money due, and account corrections.
Collaborate closely with the Finance department for reconciliation, unusual account issues, and audit needs.
Support Finance in maintaining accurate records related to membership payments and fee collection.
Work with Operations to ensure membership policies and attendance expectations are consistently implemented across all sites.
Support Club professionals with membership lists, attendance snapshots, and program-specific rosters as needed.
Communicate system updates, enrollment deadlines, and membership changes to Club leadership and frontline staff.
Ensure high standards of accuracy across all membership and attendance data.
Develop strategies to improve efficiency, family experience, and staff consistency in the use of MyClubHub.
Participate in planning for enrollment seasons, system upgrades, and process improvements.
Maintain confidentiality and uphold BGCCP data security standards.