Job Description

The Membership Data Specialist supports accurate and timely data management for school-based programs. This role is responsible for maintaining student membership records, ensuring attendance is entered and verified, and supporting data reporting requirements.

This position is primarily administrative and systems-focused, with limited, task-based communication with families to support documentation and program participation. This role does not manage a front desk or collect payments, and works closely with the Site Coordinator.

JOB RESPONSIBILITIES:

Data Entry & System Accuracy

• Enter and maintain student membership records in the Vision Membership Tracking System
• Ensure all daily and program attendance is entered accurately and consistently
• Review data regularly to identify and correct errors, duplicates, or missing information
• Maintain organized and up-to-date electronic and physical student files

Data Monitoring & Compliance

• Conduct routine audits of membership and attendance data to ensure accuracy and completeness
• Ensure all required documentation (e.g., membership applications, sign in sheets, grant-related information) is collected and properly recorded
• Follow established processes and timelines to support compliance with organizational and grant requirement

Reporting Support

• Assist in preparing daily, weekly, and monthly data reports, including maintaining and updating tracking tools (e.g., Excel spreadsheets), as needed
• Support grant reporting by ensuring accurate and complete data is available
• Provide basic data summaries to the Site Coordinator upon request

Program & Support Staff

• Collaborate with program staff to ensure attendance is captured and submitted daily
• Follow up with staff to resolve missing or incomplete attendance records
• Support participant onboarding by ensuring all required information is entered accurately

Family Communication

• Contact parents/guardians as needed to:

• Remind them to submit membership applications or required documents
• Follow up on missing forms (e.g., permission slips)
• Share basic program reminders (e.g., upcoming events or deadlines)
• Respond to basic questions and refer more complex concerns to the Site Coordinator

Communication & Coordination

• Work closely with the Site Coordinator to ensure alignment on data expectations and timelines
• Communicate with staff and families to collect or clarify required information
• Support overall site operations through administrative and data-related tasks

EDUCATION and/or EXPERIENCE, LICENSURE AND CERTIFICATION

• High school diploma or equivalent required
• Minimum of 6 months of administrative, data entry, or clerical experience preferred
• Experience working in youth programs, schools, or nonprofit settings is a plus

KNOWLEDGE, ABILITY and SKILLS

• Strong attention to detail and accuracy in data entry
• Ability to manage multiple tasks and meet deadlines
• Basic proficiency in Microsoft Office (Excel, Word, Outlook), including ability to update and maintain Excel tracking documents
• Comfortable working with databases and data systems
• Strong organizational and time management skills
• Ability to follow established processes and procedures
• Effective written and verbal communication skills
• Bilingual (English/Spanish) preferred

WORKING CONDITIONS and DRIVING

• Travel between Boys & Girls Clubs of Metro Los Angeles sites and schools and various field trip sites as well as in the community is required. Must meet the insurance standards of Boys & Girls Clubs of Metro Los Angeles.
• This position may be assigned to any sites within the Club as needed to accommodate changes in programming, staffing, or operational requirements.
• Hours are based on school calendar and attendance patterns/trends – evening hours are required during the school year; hours will vary during summer and school breaks; occasional weekend hours are required

PHYSICAL DEMANDS / WORKING CONDITIONS:

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position requires the ability to maintain a stationary position and engage in physical activities such as moving, bending, reaching, and positioning. It may also involve traversing and ascending/descending as necessary. The role includes frequent interruptions via in-person contact, phone calls, and email communications.

Work environments may vary, encompassing both indoor and outdoor conditions based on activity locations. Additionally, interactions with youth and adults may involve moderate to high noise levels during activities. Physical exertion may be necessary to move and transport supplies and equipment.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. Nothing in this job description restricts the right of Boys & Girls Clubs of Metro Los Angeles Management to assign or reassign duties and responsibilities to this job or change this job description at any time.

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