Job Summary
The Membership Coordinator is a full-time, on-site role that serves as the hub of center operations — managing membership processes, providing front desk coverage, supporting member wellness triage, coordinating volunteer check-in, and providing administrative support to program staff. This role ensures that members experience a welcoming, professional, and well-organized environment, and that early warning signs of members' needs are identified and escalated promptly.
This is a Full-Time Position. Monday - Thursday, 8 am-7 pm; one hour lunch break.
Essential Duties and Responsibilities
The tasks listed below represent the primary responsibilities of this position. Additional tasks may be assigned by management.
Reception & Member Services
- Greet and assist all visitors and members upon entry
- Respond to inquiries, concerns, or direct members and visitors to appropriate staff
- Provide information on DSI services, activities, and membership
- Operate a multi-line phone system, answer and direct calls professionally
Membership Coordination
- Process membership applications, renewals, and related documentation
- Prepare and distribute new member packets
- Maintain accurate membership records in the database
- Issue and manage membership key cards
- Track participation and registration for classes and activities
Member Wellness Observation & Warm Referrals
- Observe and note members who appear distressed, confused, unusually quiet, or physically unwell — flag to the Prevention Manager by end of day
- Track attendance patterns and contact members who have missed three or more consecutive days without a known reason. Inform the Prevention Manager
- Maintain a simple daily log of referral observations and communications made to prevention Manager
- Do not attempt to assess, diagnose, or counsel — the role is to observe and refer, not to intervene clinically
Volunteer Check-In & Coordination Support
- Serve as the first point of contact for volunteers arriving at the center — greet, sign in, and direct to their assignment
- Distribute first-day orientation packets to new volunteers and ensure they are directed to the appropriate staff member
- Report volunteer no-shows or early departures to the Marketing Manager same day
- Maintain the volunteer sign-in binder and submit weekly hour logs to the Marketing Manager
Administrative Support to Prevention Manager
- Assist the Prevention Manager with copy requests, printing, and file preparation as directed
- Support scheduling coordination for the Prevention Manager — preparing materials, confirming appointments, and sending reminders
- Assist with preparation of activity flyers, class rosters, and member communications as directed
- Complete any clerical or administrative tasks assigned by the Prevention Manager that do not require specialized program expertise
Additional Responsibilities
- Process front desk financial transactions and route documentation to the finance department
- Assist with other duties as assigned
- Respond appropriately to emergencies
- Run errands and assist with various clerical tasks
- Attend staff meetings, trainings, and in-services as scheduled
- Adhere to all DSI policies, procedures, and safety protocols
Required Skills, Abilities & Education
- Ability to relate to and work with the general public
- Ability to maintain composure in stressful situations
- Professional telephone communication skills
- Tactful and courteous behavior with clients and visitors
- Basic knowledge of Microsoft and Google applications
- Ability to read and write professionally in English
- Valid state driver's license with no more than six points in violations
Physical Demands
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.
- This position is primarily performed in a climate-controlled office/center environment.
- Not a Work from Home Position — The incumbent must be able to perform duties on-site. Temporary, short-term exceptions may be made under special circumstances as approved by the CEO/Executive Director.
- The employee is routinely required to sit, stand, reach, lift, bend, kneel, push and pull items weighing 30 pounds or less.
- The position requires manual dexterity, auditory and visual skills, and the ability to follow written and oral instructions and procedures.
- Must be able to communicate clearly in English, verbally and in writing.
- DSI employees are cross-trained to perform other duties as needed, including home-delivered meal routes, and must be willing to drive agency vehicles and use GPS tracking as required by funding sources.
