Membership Administrator

Benefits:

• 403(b)
• Health insurance
• Paid time off
• Training & development
• Vision insurance
• Dental insurance

Position Overview

Reporting to the Chief Operating Officer, the Membership Administrator leads centralized membership registration and management for Boys & Girls Clubs of the Coastal Plain (BGCCP), while overseeing the organization-wide administration of its membership management system (currently MyClubHub or MCH). Ensures consistent enrollment, subsidy and scholarship processes, accurate membership records, and responsive support to families and staff.

Essential Duties and Responsibilities

Membership Registration & Eligibility

• Create and manage applications, renewals, enrollment decisions, waitlists, fees, and required documentation for all Clubs within the BGCCP footprint.
• For those seeking financial assistance, verify household income and eligibility documentation; apply approved scholarship, discount, and childcare subsidy procedures consistently. Coordinate DSS authorizations and decisions without independently determining DSS eligibility.
• Maintain accurate membership and household records and coordinate a phased expansion of centralized registration as capacity permits.

Family Support & Billing

• Serve as the primary contact for families at designated Clubs, assisting with registration, documentation, payments, account questions, and enrollment updates.
• Administer approved billing schedules, charges, payment plans, subsidies, and account adjustments; monitor unpaid balances and work with Finance on refunds, reconciliations, and disputes.

Membership Management System Administration & Reporting

• Administer the membership management system settings, forms, workflows, user access, and data security; troubleshoot issues and coordinate with BGCA, Salesforce, or membership management system support.
• Monitor membership and attendance data for accuracy; prepare enrollment, attendance, billing, and compliance reports and recommend improvements.

Training & Collaboration

• Train staff on the membership management system, registration, billing, and data procedures; maintain practical guides and standard operating procedures.
• Partner with Operations, Finance, and Club leadership to standardize processes and coordinate capacity, program information, and registration transitions.

Minimum Qualifications

• Bachelor’s degree in business, information systems, nonprofit management, or related field.
• At least one year of experience with Salesforce, or a comparable membership database, including reporting or troubleshooting.
• Strong customer service, communication, organization, Excel, problem-solving, and confidential-records management skills.
• Valid driver’s license and ability to travel locally as needed.

Preferred Qualifications

• Experience with NC DSS childcare subsidies, income verification, and scholarship administration.
• Working knowledge of North Carolina licensed childcare registration, subsidy coordination, and eligibility documentation.
• Experience with billing, payment processing, multi-site enrollment, staff training, or WorldPay.
• Background in youth-serving, nonprofit, or licensed childcare programs.
• Experience directly with MyClubHub (MCH) preferred.

NC Child Care Requirements

Before employment, complete applicable drug screening, background check, fingerprinting, health examination, and TB screening requirements.

Environment and Working Conditions

Disclaimer

This description summarizes key duties and may be modified to meet organizational needs.