Job Title: Membership Services Coordinator Revised Date: 3/2026
Department: Fundraising
Reports To:
Chief Operations OfficerFLSA Status: ☒Non-Exempt ☐Exempt Pay Grade: $40,000annualized
Position Summary:
The Membership Services Coordinator leads the strategy, growth, engagement, and retention of theorganization's membership program. This role is responsible for increasing membership revenue, strengthening member relationships, supporting volunteer chapters, and ensuring an exceptional memberexperience aligned with the organization's waterfowl conservation mission.
Essential Duties & Responsibilities: Membership Processing & Data Management
- Assists in the development of the annual membership business plan to include creatingmembership tiers based on level of support Process new memberships, renewals, upgrades, and cancellations Maintain accurate member records in CRM/database systems Conduct regular data audits to ensure accuracy and completeness Generate reports on membership activity, trends, and revenue Prepare segmented mailing and email lists for campaigns Research and make recommendations on software platforms and programs to effectively managemember and supporter database Member Services & Support Serve as primary point of contact for member inquiries via phone, email, and website Manage data flow from above membership registrations and code appropriately Resolve membership billing, renewal, and account issues in a timely manner Coordinate fulfillment of membership materials (cards, decals, publications, incentives) Ensure consistent and professional communication with members Renewal & Retention Support Execute renewal campaigns (email, mail, phone outreach) Monitor lapsed memberships and support re-engagement efforts Track renewal performance and provide data to leadership Support implementation of loyalty and recognition programs Determine and coordinate sponsor gift packages Respond to donor inquiries via phone and email Support recognition programs for sponsors and donors Generate thank you and acknowledgement letters to donors Event & Chapter Support
- Determine and prepare membership materials and supplies for banquets, expos, and conservationevents Process memberships generated through events and chapter activities Provide administrative support to volunteer chapter leaders regarding membership procedures andactivities Contact and organize vendors for various events as required Track and reconcile event-related membership revenue Attend SCWA events and banquets as required Administrative & Reporting Support Compile monthly and quarterly membership reports Track key performance indicators (new members, retention rate, revenue) Maintain standard operating procedures and documentation Support special projects as assigned by Chapter Development Director and COOAssist Fundraising Coordinator as needed Assist in overall office administration as requested including mail and logging checks QualificationsEducation & Experience
- Associate's or Bachelor's degree in nonprofit management, business, communications, or relatedfield preferred1–3 years of administrative, customer service, or nonprofit experience
Experience working with CRM or membership database systems preferred
Familiarity with conservation, hunting, or outdoor communities is a plus
Skills & Competencies
Strong attention to detail and organizational skills
Excellent customer service and communication skills
Proficiency in Microsoft Office and database systems
Ability to manage multiple tasks and meet deadlines
Basic data reporting and analytical skills
Ability to work independently and as part of a team
Working Conditions:- Primarily office-based with extended computer use
- Occasional evening or weekend work to support events
- Occasional outdoor and varied banquet venues
- Limited travel to chapter meetings or conservation events as needed
