Membership Specialist
Full Time • Winterville, NC
Replies within 24 hours
Benefits:
- Competitive salary
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
- Wellness resources
OVERVIEW:
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.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Membership & Enrollment Management
- 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.
Parent & Family Support
- 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.
Attendance & Data Integrity
- 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.
MyClubHub (MCH) System Administration & Staff Support
- 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.
Financial Administration & Collaboration with Finance
- 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.
Cross-Department Collaboration
- 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.
Quality Assurance & Continuous Improvement
- 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.
MINIMUM QUALIFICATIONS:
- High School Diploma or GED equivalent
- Must submit three (3) professional references.
- Valid Driver’s License
PREFERRED QUALIFICATIONS:
- 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.
HEALTH AND MEDICAL REQUIREMENTS
Must successfully complete a drug screening and background check prior to employment.
ENVIRONMENT AND WORKING CONDITIONS:
- This position is based in a professional, in-person office setting and is primarily sedentary, requiring extended periods of computer use and standard office equipment. The role operates during regular business hours, Monday through Friday, with occasional flexibility during peak enrollment periods or organizational deadlines.
- The Membership Specialist regularly interacts with families, Club staff, and internal departments through phone, email, and in-person communication and must handle sensitive personal and financial information with discretion. The environment can be fast-paced at times and requires strong attention to detail, organization, and professionalism.
- Occasional local travel to Club locations or meetings may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
The organization began in 1969 as a Boys’ Club with a very modest operation at the Pitt County Fairgrounds.
Since that time, the organization has experienced significant growth in membership, programs, and facilities. In 1992 the Jack Minges Unit was built to accommodate the growing need for youth services and to include girls in the membership. Additional units were established in Ayden in 1993, Farmville in 1995 and Uptown Greenville in 2007. The Grady-White Boats/E.R. Lewis Family Unit was opened in 2007. The Club in Ayden relocated in April of 2010 and was named the Dr. Ledyard E. Ross Unit. The organization assumed responsibility for the Club in Lenoir County in 2010, two Clubs in Beaufort County in 2013, opened a new Club in November 2013 within Greene County Intermediate School and its 10th Club in Robersonville at East End Elementary School in January 2016. Today, more than 1,300 at-risk and in-need young people are taking advantage of the programs, activities and services provided by Clubs. In 2015, the organization changed its name to Boys & Girls Clubs of the Coastal Plain to properly represent its presence in Pitt, Lenoir, Beaufort, Greene, Martin, Carteret and Craven Counties.
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