Department: Membership Reports to: Membership Director Objective: The Membership Details Coordinator plays an essential role in creating a seamless, personalized experience for our members. Serving as a central point of coordination, this position manages detailed member information, supports collaboration within the Membership Team and across departments, and assists with special projects that enhance the overall member experience. This role is ideal for someone who enjoys organizing details and takes pride in knowing their work truly matters. Through precision, care, and consistency, these efforts come together to reflect the high standards of professionalism and personalization that define The Union League of Philadelphia. Duties and Responsibilities: Daily Tasks/As needed
Answer and route general membership phone calls and emails via the main phone line, Membership line, and shared inboxes
Support members with billing questions, website and mobile app access, event reservations, and account updates
Maintain regular communication with prospective members, candidates, new and existing members, VIPs, and club leadership
Maintain accurate member records, ensure data consistency across systems, and troubleshoot discrepancies
Manage document archiving and records maintenance, including DocuWare indexing and upkeep
Maintain working knowledge of membership categories, dues structures, and eligibility rules
Assist with event preparation and materials
Coordinate birthday communications and assist with member mailings and gift initiatives
Manage the Member Relations Committee through logistics, data preparation, and correspondence
Assist with annual member events, billing updates, and department-wide projects
Coordinate with other departments to ensure member requests and special accommodations are addressed
Log and track gifts, surprises, or personalized member experiences
Assist with setting up and maintaining member directories or contact lists for internal use
Help implement new processes or technology upgrades related to membership systems (e.g., Salesforce, DocuWare)
Assist with special projects as assigned, supporting departmental initiatives and strategic priorities
Assist with physical mailings
Monthly Tasks
Attend and actively participate in Prospective Member Receptions, Admissions Interviews, New Member Orientations, and New Member Induction Dinners (evening hours on a rotating basis)
Support event preparation and setup, including nametags, materials, and attendance tracking
Manage birthday cards and emails, including maintaining monthly lists and sending weekly birthday updates to executive staff
Review and assist with Banner and Bulletin edits as needed
Track attendance and growth trends for recurring membership events to provide feedback to club leadership
Support the admissions process by preparing candidate profiles, organizing and reviewing documentation for the Admissions Committee, and ensuring all relevant information and records are complete and ready for evaluation
Support the onboarding of new members by preparing welcome packets, coordinating gifts, and ensuring all materials are ready for orientation and first interactions with the League
Quarterly/Annual Tasks
Manage the Member Relations Committee, including meeting invitations, data preparation, setup, minutes, and billing
Coordinate the annual Member Relations Holiday Party, including planning, RSVPs, and execution
Provide tours and general membership information as needed
Work with team members and Vice Presidents to organize committees for the upcoming year, including roll-offs, appointments, and thank-you correspondence
Cross-train within the Membership Department to support coverage and continuity
Participate in cross-training and special projects with opportunities for growth and expanded responsibility
Support updates of member recognition programs
Annual Tasks
Attend/work annual required events specific to The Union League’s Member Events (New Year’s Day, Fall Ball)
Work within the Membership Department on special projects to be determined
Assist team with sending annual appointment and recognition letters for various committees
Support the planning and execution of the Membership Anniversary Reception
Qualifications & Skills
Bachelor’s degree required
Exceptional attention to detail with strong organizational and time-management skills
Excellent written and verbal communication abilities
Proficiency in Microsoft Office Suite and comfort working across multiple databases and systems
Strong customer service mindset with a professional appearance and demeanor
Strong note-taking and recordkeeping skills
Ability to handle confidential information with discretion and professionalism
Efficient, accurate, and detail-oriented with a high standard for data entry
Flexible and adaptable, including availability to work occasional evenings for membership events
Benefits and Compensation:
Fair wages and safe working environment
Exposure to a national market
Energetic, multi-faceted, team-oriented work atmosphere
Employee meals
Opportunities of promotion from within
401k retirement plan with employer match of up to 6% once required hours are met (for full-time and part-time employees)
Choice of two Independence Administrators health plan products (for full-time employees)
Dental insurance (for full-time employees)
Employer paid life insurance and disability program (for full-time employees)
Educational funding for employees and Scholarship opportunities for employee children and grandchildren
- Room for Growth – Department duties can shift over time, allowing team members to experience different roles in the membership process. It also provides future responsibility to train fellow team members and other staff at The League.
