Coordinator of Membership & Records

Greek Housing Management; Evanston (IL); Hybrid; USD 30,000 - 50,000; Full time

Job summary

Fraternity Service Center in Evanston, IL seeks a Coordinator of Membership & Records to manage member reporting, onboarding, and billing processes. You will ensure accurate records, handle invoicing, and provide customer service to collegiate chapters and members.

Responsibilities span onboarding coordination, financial administration, records production, and cross‑department collaboration with the SAE Foundation and related entities.

Qualifications

• Bachelor’s degree in Business Administration or a related field.
• Working knowledge of Microsoft Office, G-Suite, and strong knowledge of database programs.
• Customer service/support experience with strong interpersonal skills.
• Experience with policy creation and writing.
• High attention to detail, organization, and the ability to prioritize tasks.
• Self-motivated and able to work effectively as part of a team.
• Expected to work out of the Fraternity Service Center in Evanston, IL.
• Membership in Sigma Alpha Epsilon Fraternity preferred, but not required.

Responsibilities

• Member Reporting & Onboarding: Manage member reporting processes and communicate registration and onboarding steps with new members.
• Coordinate New Member Onboarding and Pre-Initiation Modules in conjunction with the Chapter Service Department.
• Receive and process non-student initiation requests.
• Receive and process member status change requests, ensuring an understanding of member status procedures and database workflows.

Skills

Customer service

Interpersonal skills

Attention to detail

Organization

Teamwork

Prioritization

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

G-Suite

Database programs

Job description

The Coordinator of Membership & Records will act as a liaison between collegiate chapters and the Fraternity Service Center, managing the member reporting and onboarding process as well as the billing process by creating and sending invoices. This individual will also provide customer service and support to collegiate members and chapters while working with other FSC departments, the SAE Foundation, and SAE Financial & Housing to maintain accurate membership and chapter records.

Primary Responsibilities:

Member Reporting & Onboarding:

Manage member reporting processes and communicate registration and onboarding steps with new members.

Coordinate New Member Onboarding and Pre-Initiation Modules in conjunction with the Chapter Service Department.

Receive and process non-student initiation requests.

Receive and process member status change requests, ensuring an understanding of member status procedures and database workflows.

Billing & Financial Administration:

Coordinate with the Financial & Housing Entity Department to provide and review accurate billing information and invoices to collegiate chapters and alumni associations.

Manage invoice confirmations for Fall, Spring, New Member Initiation Fees, and other FSC related fees.

Assign late fees and fines (including Convention attendance and Health & Safety) to chapters in coordination with relevant departments.

Assign credits to collegiate chapters for status changes at the discretion of the Supervisor.

Assess Alumni Association Dues and Collections in conjunction with the Alumni Department.

Records Management & Production:

Oversee the production of membership materials (Badges/Shingles) with third-party vendors and ensure timely distribution.

Update and maintain accurate chapter addresses and tracking information.

Maintain and monitor the accuracy of membership and chapter records in coordination with other departments and the SAE Foundation.

Pull database reports and elevate SAE Portal issues to the Analytics & Database Administrator.

Support & Communication:

Provide phone and email customer service to chapters and undergraduates regarding specific processes and forms.

Assist collegiate chapter credentialing for biannual conventions and national events.

Send out relevant communications to stakeholders in coordination with the Communication Department.

Maintain SOPs on Member Statuses and work with Financial & Housing regarding payment processing and internal SOPs.

General Support:

Assist in registration and compliance with Education, Tax, and Financial departments.

Other duties as assigned.

Qualifications:

Bachelor’s degree in Business Administration or a related field.

Working knowledge of Microsoft Office, G-Suite, and strong knowledge of database programs.

Customer service/support experience with strong interpersonal skills.

Experience with policy creation and writing.

High attention to detail, organization, and the ability to prioritize tasks.

Self-motivated and able to work effectively as part of a team.

Expected to work out of the Fraternity Service Center in Evanston, IL.

Membership in Sigma Alpha Epsilon Fraternity preferred, but not required.

Compensation:

Up to $50k