Membership Specialist

Membership Specialist

The Membership Specialist oversees membership administration across multiple Club locations, ensuring accurate enrollment, billing, attendance tracking, and data integrity. As the primary administrator for MyClubHub (MCH), this role is responsible for system configuration, administration, user access, training, and account maintenance. The position also coordinates Early Learning Coalition enrollment support and monitors attendance reporting and compliance requirements to ensure accurate and timely documentation.

Competencies & Job Responsibilities

Membership Systems Administration

• Serve as the primary administrator of the organization's membership management platform (MyClubHub), including system configuration, user permissions, account maintenance, and troubleshooting.

Data Management & Compliance

• Manage membership enrollment processes, ensuring accurate member records, billing information, attendance data, compliance documentation across all Club locations.
• Track and monitor attendance reporting to ensure compliance with organizational, funder, licensing, and regulatory requirements.
• Support special projects, system upgrades, and organizational initiatives related to membership management, data reporting, and compliance.

Customer Service & Relationship Management

• Oversee parent portal administration, including account setup, communication updates, and support for families utilizing online registration and payment features.
• Coordinate Early Learning Coalition (ELC) enrollment and attendance processes by partnering with Club staff and families to ensure timely completion of applications, documentation, and eligibility requirements.

Training & Technical Support

• Provide training, support, and technical assistance to Club staff on membership systems, enrollment procedures, attendance tracking, and reporting requirements.

Operational Coordination & Continuous Improvement

• Monitor data quality and integrity by conducting regular audits, resolving discrepancies, and implementing best practices for data management.
• Work with Planning & Measurement leadership to develop and maintain standard operating procedures, training materials, and reference guides related to membership attendance systems.
• Identify opportunities to improve system functionality, operational efficiency, and the members and family experience across all Club locations.

Qualifications

• Minimum of 2 years of experience in membership administration, customer service, database management, enrollment processing, or related field. Bachelor's degree preferred.
• Bilingual (English/Spanish) skills preferred.
• Strong knowledge of database management, data entry, and record keeping principles.
• Experience administering membership registration or customer relationship management (CRM) systems.
• Excellent verbal and written communication skills.
• Strong customer service skills and the ability to build positive relationships with Club staff, families, and external partners.
• Ability to complete projects within deadlines.
• Ability to support users with varying levels of technical proficiency.
• Strong attention to detail and commitment to data accuracy
• Experience with MyClubHub or similar membership management software is preferred.
• Valid driver's license and approved to drive by our insurance carrier (minimum age 21).

Travel may be required to multiple Club facilities throughout Hillsborough, Pasco, Hernando and Pinellas counties for training and/or other business purposes.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, kneel, stoop, and use a keyboard. The employee is occasionally required to bend and lift and/or move up to 30 lbs.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate - high. Flexibility to working schedules may be required due to changing needs.

The information presented indicates the general nature and level of work expected of employees in this job classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Reasonable accommodation will be possible and based on an individual basis.

Qualified applicants receive consideration for employment without discrimination because of race, color, gender, religion, national origin, ancestry, citizenship, disability, age, sexual orientation, or any other characteristic protected by law.