Member Experience Coordinator

Hawthorns/Sagamore; Fishers (IN); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Hawthorns/Sagamore is seeking a Member Experience Coordinator to design and deliver youth, family, and member programming that strengthens community and creates memorable experiences.

You will plan diverse activities, supervise staff, and coordinate events from setup to execution while ensuring safety and alignment with club standards. A collaborative, customer-focused mindset is essential.

Qualifications

• Bachelor’s degree in education, event management, or recreation preferred.
• Minimum of two years related work experience in event programming, recreation, hospitality, youth programming, or member engagement.
• Must possess CPR and First Aid certification.
• Experience in educational program development and implementation.
• Must have knowledge of age-appropriate activities and enjoy working with all age groups.
• Proficient in Outlook, internet applications, knowledge of MS Word, Excel, and PowerPoint applications.
• Ability to establish and maintain effective relationships with members, guests, clients, and employees.
• Must possess excellent communication skills including strong verbal, written, and positive interpersonal skills.

Responsibilities

• Program Planning & Coordination: Develop and administer a diverse range of youth and family-focused programs.
• Staff Supervision & Development: Supervise a team of youth activity counselors and camp counselors.
• Event Execution & Support: Manage day-to-day event logistics and be on-site during events.
• Member & Family Engagement: Build relationships and promote activities to members and families.
• Safety Oversight: Ensure activities are safe and compliant with protocols.
• Marketing & Communications: Support promotion, calendars, registrations, and updates with the Marketing team.
• Budget Assistance & Resource Management: Track expenses and assist with budgets and inventory.
• Administrative Support: Maintain registrations, attendance, and feedback records.
• Cross-Department Collaboration: Work with other departments to integrate programming.

Skills

Staff supervision

Event planning

Communication skills

Organization

Team player

Customer service

Education

Bachelor’s degree in education, event management, or recreation

Tools

Outlook

MS Word

Excel

PowerPoint

Job description

Position Overview:

The Member Experience Coordinator is responsible for planning, coordinating, and executing engaging youth, family, and member programming that enhances the overall Club experience. This role develops a diverse calendar of events, seasonal camps, and recreational activities designed to foster member engagement, build community, and create memorable experiences for members of all ages.

Working closely with multiple departments, the Member Experience Coordinator oversees the day-to-day operations of youth programming, supervises programming staff, manages event logistics, and ensures all activities are safe, organized, and aligned with the Club's standards of excellence.

Key Responsibilities:

• Program Planning & Coordination:Assist in developing and administering a diverse range of youth and family-focused programs, including recreational activities, seasonal camps, and family-friendly events. Ensure that all programs are aligned with member interests and Club standards.
• Staff Supervision & Development:Supervise a team of youth activity counselors and camp counselors. Provide training, guidance, and support to ensure staff are well-prepared to lead programs, promote safety, and deliver high-quality experiences.
• Event Execution & Support:Assist in the day-to-day management of events, from set-up to execution, ensuring all logistics are in place (staffing, materials, equipment). Act as the on-site point of contact during events to ensure smooth operations.
• Member & Family Engagement:Build strong relationships with families and members by promoting activities, gathering feedback, and responding to inquiries. Create a welcoming atmosphere that encourages participation and fosters community.
• Safety Oversight:Ensure that all activities are conducted in a safe and secure manner, complying with Club safety protocols and industry best practices. Maintain equipment and facilities to ensure they are safe and suitable for programming.
• Marketing & Communications: Support the promotion of youth, family, and member events by developing engaging event content, maintaining event calendars and registration information, and collaborating with the Marketing team on newsletters, emails, digital signage, social media, and website updates. Ensure all communications are accurate, timely, and aligned with the Club's brand standards.
• Budget Assistance & Resource Management:Assist in managing program budgets by tracking expenses, making cost-effective decisions, and ensuring programs stay within allocated resources. Help with the preparation of purchase orders and inventory management for program supplies.
• Administrative Support:Maintain accurate records of program registrations, attendance, and feedback. Assist in compiling reports and analyzing the effectiveness of programming.
• Cross-Department Collaboration:Work with other departments (e.g., food and beverage, golf, tennis, facilities, marketing) to ensure all aspects of family programming are integrated into the overall Club experience.

EDUCATION/EXPERIENCE/SKILLS:

• Bachelor’s degree in education, event management, or recreation preferred.
• Minimum of two years related work experience in event programming, recreation, hospitality, youth programming, or member engagement.
• Must possess CPR and First Aid certification.
• Experience in educational program development and implementation.
• Must have knowledge of age-appropriate activities and enjoy working with all age groups.
• Proficient in Outlook, internet applications, knowledge of MS Word, Excel, and PowerPoint applications.
• Ability to establish and maintain effective relationships with members, guests, clients, and employees.
• Knowledge of and ability to perform required role in emergency situations.
• Strong organizational skills required.
• Must work in a safe, prudent, and organized manner.
• Must possess excellent communication skills including strong verbal, written, and positive interpersonal skills.
• Ability to interact effectively with members, guests, and staff of diverse backgrounds, cultures, and education levels.
• Demonstrated results-oriented and capable of working with minimal direction.
• Excellent team player with the ability to work hands-on in a fast-paced environment.

PHYSICAL AND MENTAL DEMANDS:

• Requires the ability to safely lift items up to 30 pounds.
• Continuous walking and standing.
• Frequent lifting, bending, stooping, pulling, and repetitive actions.
• Be physically able to reach, bend, and stoop.
• Be able to work in a standing position for long periods of time.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must maintain composure and objectivity under pressure.
• Must be effective in listening to, understanding, and clarifying the concerns and issues raised by members, guests, and team members.
• Ability to project voice and get the attention of and cooperation from youngsters.

TYPICAL WORKING CONDITIONS:

Work is performed in an indoor/outdoor setting, a busy and noisy environment. Some varied weather conditions are expected with exposure to heat/humidity, or cool/cold weather. Varying schedule to include evenings, holidays, and extended hours as business dictates.