Member Services Representative Coordinator

Olympic Peninsula YMCA; Port Townsend (WA); On-site; USD 29,000 - 39,000; Full time

Job summary

The Olympic Peninsula YMCA in Port Townsend, WA is seeking a Member Services Coordinator to manage the Member Services office, Playcare, and core business support systems, ensuring accurate processing of member applications, registrations, billings, and communications.

You will supervise staff, assist with program registrations and events, maintain calendars, and help grow YMCA programs while upholding safety standards and policy compliance.

Qualifications

• One or more years of related experience including staff supervision.
• Experience with program development and budget management.
• Strong administrative and computer skills with Microsoft and Google suites.
• Ability to process and solve complex registration and billing issues.
• CPR and first-aid certification or ability to obtain within 30 days.
• Minimum 21 years of age and high school diploma.

Responsibilities

• Process and respond to member complaints and disputes and direct to appropriate staff as needed.
• Assist members with billing issues and online registrations when needed.
• Assist in planning and implementation of special program registrations and events.
• Maintain Google calendar and YMCA vehicles calendar to ensure scheduling accuracy of facilities, meetings, vehicles, and program class offerings.
• Process all Member Support applications and cover MSR/Playcare shifts as needed.
• Assist in the recruitment, ongoing training, development, and evaluation of Membership staff and Playcare aides.
• Establishes new program activities and expands program(s) within the community in accordance with the Association and branch plans.

Skills

Staff supervision

Program development

Budget management

Administrative skills

Billing and registrations

Safety and emergency response

Communication

Problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Registration software

Job description

Job Details

Job Location: Jefferson County YMCA - Port Townsend, WA 98368

Salary Range: $24.35 - $24.35 Hourly

Company Overview

The Olympic Peninsula YMCA is a non-profit organization that oversees Y programs and focuses on youth development, healthy living, and social responsibility. Our mission is to build healthy minds, bodies, and spirits throughout the communities we serve. We strive to promote the values of caring, respect, responsibility, and honesty. We are open to people of all ages, beliefs, incomes, races, genders, and abilities.

Job Description/General Function

The Member Services Coordinator will be responsible for the daily operation of the Member Services office, Playcare, and general business support systems. Ensure timely and accurate processing of member applications, program registrations, billings, and communications.

Responsibilities

• Process and respond to all member complaints and/or disputes and directs to appropriate staff as needed
• Responds to telephone, data, and office equipment technical problems and contacts maintenance/support as needed
• Assists members with billing issues and online registrations when needed
• Assist in planning and implementation of special program registrations and events
• Monitors the system of ordering merchandise, business, and other office supplies
• Maintain Google calendar and YMCA vehicles* calendar to ensure scheduling accuracy of facilities, meetings, vehicles, and program class offerings. *Not all branches have a Vehicles calendar
• Process all Member Support applications
• Ability to perform MSR duties as needed
• Assist in the recruitment, ongoing training, development, and evaluation of Membership staff and Playcare aides
• Establishes new program activities and expands program(s) within the community in accordance with the Association and branch strategic plans
• Ensures all safety procedures are followed and that all programs follow YMCA standards, all relevant regulations, and other applicable standards
• Works with the Branch Executive and Marketing to develop, produce, and distribute branch and program information to promote participation
• Manages the budget for assigned areas, follows guidelines, and meets deadlines outlined by the Finance Director
• Ensures upkeep of related facilities and equipment
• Ensures records of staff trainings and certifications are current and complete
• Be accountable for coverage of all assigned MSRs and Playcare aides shifts and cover in the absence of a scheduled staff member
• Lead all Member Services and Playcare in-service trainings and meetings, collaborate with other leadership staff as needed
• Attend staff meetings and trainings as required and complete all online trainings which includes child abuse prevention training within 7 days of hire
• Upholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies related to boundaries with youths

Daxko Data Systems Management

• Works with Billing Coordinator and Administrative Coordinator to maintain systems for the timely and accurate preparation and distribution of billing invoices and receipts for membership dues, program, and fundraising campaigns and events
• Approve credit card and EFT refunds
• Daily deposits and bank runs

QualificationsRequired Skills and Experience

• One or more years of related experience including staff supervision
• Experience with program development and budget management
• Strong administrative and computer skills, including working with Microsoft suite, Google suite, program and operating software, and internet applications
• Ability to process and problem-solve complex registration processes
• Ability to respond to safety and emergency situations
• Ability to relate well and communicate effectively to a diverse group of individuals in all circumstances
• Pass a comprehensive background check
• Have a high school diploma or equivalent
• Be 21 years of age or older
• Have a current CPR and first-aid certificate or be able to obtain one within 30 days of hire

Additional Expectations and Duties

• Attends staff meetings and trainings as required and complete all online trainings which include child abuse prevention training within 7 days of hire
• Upholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies to boundaries with youths
• Reports suspicious or inappropriate behaviors and policy violations in accordance with mandated reporting requirements
• Responsible for general housekeeping tasks to ensure the workspace is always clean
• Submits hours worked accurately on the electronic timecard, within timelines for supervisor approval
• Passion for high standards and beliefs in the YMCA mission of youth development, healthy living, and social responsibility
• Flexible schedule as needed as on occasion may need to work evenings and/or weekends
• Other duties as assigned by supervisor

Working Conditions

Environment

• Office environment with occasional interruptions
• The noise level in the work environment is usually moderate
• Evening and/or early morning, and/or weekend hours periodically
• Occasional travel required

Physical Abilities

• 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 accommodations 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 use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor
• Ability to speak concisely and effectively communicate
• Be able to communicate using a computer and phone/smart device
• The employee frequently is required to sit and reach and must be able to move around the work environment
• Visual and auditory ability to respond to critical situations and ability to act swiftly in an emergency
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing
• Carrying supplies, up to 25 lbs.

Driver Requirements

Private Vehicle, Requesting Reimbursement

• Valid driver’s license
• Proof of insurance

YMCA Vehicle

• 18 years of age or older
• Valid driver’s license
• Driving record which meets or exceeds YMCA standards, driver records request will be submitted