Membership Systems Administrator

Description

Lead with Purpose. Grow with Us.

Join one of the fastest-growing YMCA associations in the country! At the YMCA of Southwest Florida, we are a dynamic, mission-driven organization committed to expanding our impact, strengthening communities, and developing future leaders. We are looking for innovative, adaptable, and passionate leaders who embrace growth, welcome new challenges, and want to help shape the future of our Y.

Position Summary

This position supports the work of YMCA, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living, and social responsibility. The Membership Systems Administrator serves as the primary administrator for DAXKO Operations and DAXKO Engage and acts as a key link among program operations, membership, marketing, and Finance. 

The position requires a high level of attention to detail and is responsible for establishing business rules; configuring and maintaining programs, memberships, billing, and engagement workflows; maintaining documentation of data and reporting protocols; and assisting in the development and implementation of best practices for management of the membership and program database. This includes assurance of database policies and procedures, data integrity, data extraction, report customization and analysis, third-party billing and reimbursement administration, account reconciliation, and support for financial mappings and routine journal-entry preparation. The position supports staff in the effective use of both DAXKO platforms, including identifying training needs and developing and delivering training to software users.

Requirements

System Administration

• Serve as the primary administrator for the Daxko Operations and Daxko Engage platform, ensuring system integrity, security, and functionality. 
• Configure and maintain membership types, program offerings, schedules, fees, discounts, billing settings, adjustment codes, and other system configurations. 
• Perform routine audits to ensure data accuracy, consistency, and compliance with association standards. 
• Test and validate new functionality, software updates, and system enhancements prior to implementation. 

Program & Database Management

• Build and maintain programs, registrations, camps, childcare, aquatics, wellness, rentals, and other YMCA offerings within Daxko. 
• Maintain business rules, workflows, code values, and database configuration to support association operations. 
• Support the implementation of new products, services, and operational initiatives within Daxko. 

Finance & Billing Administration

• Support the Finance Department with configuring billing, payment processing, adjustment codes, and financial workflows within Daxko. 
• Assist with maintaining accurate and timely accounting integrations, financial mappings, and data transfers. 
• Provide system support for billing changes, membership rate updates, payment configurations, and financial reconciliations. 
• Troubleshoot Daxko system issues related to financial processes in partnership with the Finance Department.

Reporting & Analytics

• Develop and maintain reports and dashboards using Daxko Report Builder. 
• Partner with departments to understand reporting needs and deliver accurate, timely data. 
• Analyze data trends, troubleshoot discrepancies, and recommend process improvements. 

User Support & Training

• Provide day-to-day support for Daxko users, including troubleshooting, user account management, and issue resolution. 
• Train new staff and provide ongoing education on Daxko functionality and best practices. 
• Develop and maintain user guides, standard operating procedures, and training documentation. 

Collaboration & Vendor Management

• Collaborate with Operations, Membership, Programs, Marketing, Human Resources, Finance, and branch leadership on Daxko-related initiatives. 
• Serve as the primary liaison with Daxko Support, coordinating issue resolution, testing, software enhancements, and system integrations. 
• Participate in cross-functional projects to improve workflows and maximize system utilization. 

Continuous Improvement

• Stay current on Daxko enhancements and recommend opportunities to improve efficiency and system utilization. 
• Maintain professional knowledge through ongoing training and industry best practices. 
• Perform other duties as assigned. 

  REQUIRED QUALIFICATIONS & EXPERIENCE

• 3–5 years administering, configuring, or supporting business applications, membership management platforms, registration systems, or comparable software.
• Daxko Operations and Engage experience preferred, but comparable software experience accepted.
• High school diploma with progress toward advanced degree in business administration or related technical field preferred. 
• Two or more years of experience working in a professional office environment. 
• Proficient in use of Microsoft Office with advanced skills in Word and Excel. 
• Strong analytical and problem-solving skills and ability to tackle issues directly and make timely decisions. 
• Ability to meet all required standards of confidentiality and data security. 
• Ability to manage multiple projects simultaneously with high degree of accuracy and attention to detail. 
• Ability to work independently and collaboratively to accomplish responsibilities, goals, and projects in a fast-paced environment. 
• Must possess a high level of accuracy in data entry skills and be detail oriented. 
• Exhibit excellent written and oral communication skills with the ability to work with both technical and non-technical users. 
• Knowledge and understanding of an organizational membership software program and program data collection needs preferred. 
• The ability to troubleshoot hardware and software problems is highly desirable. 
• Ability to work effectively with department heads, department staff, and other users through collaborative problem solving. 

CERTIFICATIONS AND TRAINING REQUIREMENTS:

• Completion of YMCA of the USA Child Abuse and Neglect class 
• Completion of the YMCA’s Blood Borne Pathogens training 
• Additional training classes as recommended by Supervisor. 
• Successfully meet the Association’s policies on background screening. 
• Adhere to drug/alcohol/smoke free workplace policy. 
• Additional training classes as recommended by the Supervisor. 

CHILD PROTECTION EXPECTATIONS: 

• Adhere to policies related to boundaries with the youth we serve. 
• Attend required annual abuse risk management training. 
• Adhere to procedures related to managing high-risk activities and supervising consumers. 
• Report suspicious or inappropriate behaviors and policy violations. 
• Follow mandated abuse reporting requirements. 
• Ensure youth are properly checked in and program participants are properly signed in and signed out. 
• Ensure only authorized adults are allowed in the work space. 

WORK ENVIRONMENT & 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. 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 and 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. 
• The employee may occasionally lift and/or move up to 10 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate. 

YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.