Membership System Administrator

FLSA STATUS: Exempt

REPORTS TO: Manager of Impact & Data Strategy

DIVISION: Operations

DIRECT REPORTS: None

JOB SUMMARY

The Membership System Administrator is responsible for the day-to-day management, support, and continuous improvement of the organization’s membership management system. Key responsibilities include system configuration and updates, Club and family support through ticket resolution, program and registration setup, reporting & data integrity, user training, and system resources. The role also supports membership and financial processes, including payment tracking, outstanding balances, and account maintenance. This position partners across departments and Clubs to ensure MCH effectively supports organizational operations, staff, and families.

JOB RESPONSBILITIES

• Encourages BGCAZ “Rules of Engagement” and incorporates into day-to-day interactions with staff

• Manages the day-to-day administration, maintenance, and configuration of MyClubHub, including programs, registrations, membership options, fees, discounts, user accounts, permissions, and other system settings.

• Coordinates system updates, new functionality & testing, and configuration changes while monitoring recurring issues and identifying opportunities to improve system processes, functionality, and the overall user experience.

• Serves as a primary point of contact for MCH support, managing and resolving support tickets in coordination with Super Users, troubleshooting issues for Club and administrative staff, and escalating technical concerns to appropriate partners as needed.

• Creates, maintains, and updates MCH reports to support Club, Finance, leadership, and departmental needs while ensuring information is accurate, consistent, and reliable.

• Monitors and maintains the integrity of member, household, program, registration, and account data, identifying and correcting errors, duplicate records, and other data concerns.

• Monitors registrations, payments, billing activity, outstanding balances, and financial transactions, researching and resolving discrepancies to support accurate financial tracking and reporting.

• Develops and maintains MCH guides, procedures, FAQs, and other resources that support consistent system use by staff and families.

• Provides initial and ongoing user training and communicate system updates, process changes, and new functionality to strengthen staff knowledge and effective system use.

EDUCATION and/or EXPERIENCE, LICENSURE and CERTIFICATION 

• HS diploma or equivalent
• Minimum of 2 years of related experience in system administration, database management, business operations, membership administration, project coordination, or a related field.
• Experience with MyClubHub or another membership management platform strongly preferred.
• Experience with system administration functions such as user access, system configuration, program or registration setup, troubleshooting, system updates, and data maintenance preferred.
• Experience creating reports, reviewing data for accuracy, and identifying or resolving data integrity issues.
• Experience working with financial transactions, billing, payment tracking, account balances, or financial reporting preferred.
• Experience providing technical or system support to users, including troubleshooting issues, managing support requests, and communicating solutions to individuals with varying levels of technical knowledge.
• Experience developing user guides, procedures, or training resources and providing system training to staff preferred.

KNOWLEDGE, ABILITY and SKILLS

• Strong technology skills with the ability to quickly learn, navigate, and troubleshoot a variety of software platforms; while effectively communicating changes and guidance to others.
• Excellent organizational, critical-thinking, and problem-solving skills.
• Strong attention to detail and commitment to accuracy.
• Ability to produce, interpret, and communicate data and reports accurately and in a timely manner.
• Working knowledge of artificial intelligence (AI) tools and their practical workplace applications, with the ability to use AI responsibly to support efficiency, problem-solving, resource development, and process improvement.
• Strong written, verbal and interpersonal skills, with the ability to communicate effectively with diverse populations and represent BGCAZ professionally.
• Ability to lead and adapt within a changing environment, supporting organizational initiatives and helping others navigate transitions effectively. 
• Passion for the mission and values of the Boys & Girls Club.

EXPECTATION of EXCELLENCE

Boys & Girls Clubs of the Valley supports a culture of excellence in all we do and all employees are expected to reflect these values in their daily responsibilities. To be sure we meet our obligations for high performance in all areas, we organize our goals and efforts under these 5 Pillars of Excellence: