Member Services Representative Coordinator

Olympic-Peninsula-Ymca; Port Townsend (WA); On-site; USD 42,000 - 54,000; Full time

Job summary

Olympic Peninsula YMCA in Port Townsend, WA is seeking a Member Services Coordinator to oversee the daily operations of the Member Services office and Playcare, handle registrations and billing, and support events and staff development.

You will respond to member inquiries, manage schedules, ensure safety standards, and collaborate with leadership to promote YMCA programs within the community.

Qualifications

• 1+ year of related supervisory experience.
• Experience in program development and budget management.
• Strong administrative and computer skills (MS Office, Google Suite, software) and the ability to process registrations.
• Ability to respond to safety and emergency situations.
• Background check required.
• High school diploma or equivalent; CPR/First-Aid certificate or ability to obtain within 30 days of hire.

Responsibilities

• Oversee daily operation of the Member Services office, Playcare, and general business support systems.
• Process and respond to member applications, program registrations, billings, and communications.
• Respond to member complaints and disputes and coordinate with staff as needed.
• Assist with billing issues and online registrations; support events and program registrations.
• Lead staff trainings and meetings; assist in recruitment and development of Membership staff.
• Ensure safety procedures follow YMCA standards and regulatory requirements; maintain records and supplies.

Skills

Staff supervision

Program development

Budget management

Microsoft Suite

Google Suite

Customer service

Communication

Emergency handling

Education

High school diploma

Tools

Daxko Data Systems

Job description

Company OverviewThe 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 FunctionThe 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.ResponsibilitiesProcess and respond to all member complaints and/or disputes and directs to appropriate staff as neededResponds to telephone, data, and office equipment technical problems and contacts maintenance/support as neededAssists members with billing issues and online registrations when neededAssist in planning and implementation of special program registrations and eventsMonitors the system of ordering merchandise, business, and other office suppliesMaintain Google calendar and YMCA vehicles* calendar to ensure scheduling accuracy of facilities, meetings, vehicles, and program class offerings. *Not all branches have a Vehicles calendarProcess all Member Support applicationsAbility to perform MSR duties as neededAssist in the recruitment, ongoing training, development, and evaluation of Membership staff and Playcare aidesEstablishes new program activities and expands program(s) within the community in accordance with the Association and branch strategic plansEnsures all safety procedures are followed and that all programs follow YMCA standards, all relevant regulations, and other applicable standardsWorks with the Branch Executive and Marketing to develop, produce, and distribute branch and program information to promote participationManages the budget for assigned areas, follows guidelines, and meets deadlines outlined by the Finance DirectorEnsures upkeep of related facilities and equipmentEnsures records of staff trainings and certifications are current and completeBe accountable for coverage of all assigned MSRs and Playcare aides shifts and cover in the absence of a scheduled staff memberLead all Member Services and Playcare in-service trainings and meetings, collaborate with other leadership staff as neededAttend staff meetings and trainings as required and complete all online trainings which includes child abuse prevention training within 7 days of hireUpholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies related to boundaries with youthsDaxko Data Systems ManagementWorks 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 eventsApprove credit card and EFT refundsDaily deposits and bank runsRequired Skills and ExperienceOne or more years of related experience including staff supervisionExperience with program development and budget managementStrong administrative and computer skills, including working with Microsoft suite, Google suite, program and operating software, and internet applicationsAbility to process and problem-solve complex registration processesAbility to respond to safety and emergency situationsAbility to relate well and communicate effectively to a diverse group of individuals in all circumstancesPass a comprehensive background checkHave a high school diploma or equivalentBe 21 years of age or olderHave a current CPR and first-aid certificate or be able to obtain one within 30 days of hireAdditional Expectations and DutiesAttends staff meetings and trainings as required and complete all online trainings which include child abuse prevention training within 7 days of hireUpholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies to boundaries with youthsReports suspicious or inappropriate behaviors and policy violations in accordance with mandated reporting requirementsResponsible for general housekeeping tasks to ensure the workspace is always cleanSubmits hours worked accurately on the electronic timecard, within timelines for supervisor approvalPassion for high standards and beliefs in the YMCA mission of youth development, healthy living, and social responsibilityFlexible schedule as needed as on occasion may need to work evenings and/or weekendsOther duties as assigned by supervisorWorking ConditionsEnvironmentOffice environment with occasional interruptionsThe noise level in the work environment is usually moderateEvening and/or early morning, and/or weekend hours periodicallyOccasional travel requiredPhysical AbilitiesThe 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 functionsWhile 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 monitorAbility to speak concisely and effectively communicateBe able to communicate using a computer and phone/smart deviceThe employee frequently is required to sit and reach and must be able to move around the work environmentVisual and auditory ability to respond to critical situations and ability to act swiftly in an emergencySpecific vision abilities required by this job include close vision, distance vision, and the ability to adjustMay require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbingCarrying supplies, up to 25 lbs.Driver RequirementsPrivate Vehicle, Requesting ReimbursementValid driver’s licenseProof of insuranceYMCA Vehicle18 years of age or olderValid driver’s licenseDriving record which meets or exceeds YMCA standards, driver records request will be submitted