Business Office & Membership Manager - Lawrence

POSITION SUMMARY:

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Under the direction of the Executive Director, the Business Office and Membership Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the administrative and membership office and will support business functions of the Lawrence branch. The incumbent will develop expertise related to member management software (currently Daxko Operations), organize and maintain membership records, oversee the front desk operations, oversee special projects for the Executive Director, assist with events, complete expense reports, conduct research, and compose correspondence, agendas, newsletters, and presentations. The Business Office and Membership Manager will support all activities of the Lawrence leadership team, help champion a culture of service excellence, and advocate the mission and values of the YMCA each day. The Business Office and Membership Manager will work as scheduled; nights and weekends may be required.

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you. All employees are mandated reporters and will adhere to the requirements outlined in the Child Abuse Prevention Policy and Procedures. Per our commitment to a safe environment and youth protection, you must attend required CAP and Safety/Risk Management Trainings each year

ESSENTIALFUNCTIONS:

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1\.Provideadministrativesupport to the Branch: complete activities and duties as assigned that advance our strategic goals, ensure member satisfaction and engagement, resolve arising issues and concerns, and/or address the ongoing health and well\-being of our staff and members, including:

• Preparing reports and presentations, filing, record minutes, manage room assignments, assisting with projects, and distributing incoming fax and mail
• Assisting Executive Director with communications with members, staff, and 3rd parties including but not limited to phone calls, emails, and assisting with in\-person inquiries.
• Maintain the database of branch volunteers and support volunteer efforts.
• Managing Branch credit cards and expense reports
• Purchasing and maintain supply inventory, distribute office supplies as needed and manage postage machine
• Record meeting minutes for Board Meetings monthly
• Acting as a “barometer”, having a sense for the issues taking place in the organization, and keeping the Executive Director updated
• All other responsibilities as required to assist the Executive Director and Leadership Team with membership and philanthropy efforts
• Maintaining discretion and confidentiality in all matters
• Manager on Duty (MOD) shifts as required

2\.Supportbranch\-related tasks of the Member and Business Office: on a regular day you will support collection of outstanding accounts receivable balances from existing members and program participants, serve our members and communities by seeking ways to re\-engage those who have fallen behind, process and post customer payments to open invoices, resolve billing problems, maintain employee personnel records, process onboarding documents, handle check requisitions for the branch, schedule and supervise front desk, and be responsible for administrative membership quality control including double checking data entry and filing.

DAILY work to include:

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• Review trial memberships and merge duplicated if needed
• Conduct Sales \& Renewal Auditing: data entry standards; merge duplicates if needed; appropriate discount/billing method
• Process Holds/Cancellation Processing
• Access Denied Reporting

Weekly work to include:

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• Nationwide Reciprocity Waiver Uploads
• Accounts Receivable Follow Up: card updater for rescheduled billing; invoicing; calls; write offs as directed by finance office
• Credit/Refund Processing
• Discount Group Approvals: determine if valid info is on file for appropriate discount
• Financial Assistance Processing
• Membership Change Tracking: adjust program pricing to reflect membership type
• Monitor Duplicate Report (bi\-weekly): merge where appropriate
• Unscheduled Balances Report: schedule as appropriate; follow up with participants with no billing method

Monthly work to include:

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• Expiring Discount Groups (Non\-Financial Assistance): communicate w/member to verify renewal of discount group
• Financial Assistance Renewal Notification: email 1 month prior to exp. date; mail out forms to those who haven’t replied 2 weeks prior to exp. date; follow up call 1 week out
• Age Notification Report: notify member of pending change; alerts for upgrade\-signed draft form needed; downgrades done on date of change
• Petty Cash: balance all 3 petty cashes
• Complete Pre\-Calculate: review all invoice billings; review all future terminations; review next process dates
• Nation Wide Reciprocity Usage Reporting: follow up with Home YMCA for those over using LAW Y; alert desk staff to those members
• Promotional Reporting: Export Participants to current promo (prior to discount group expires); Track previous promos for retention
• Non\-Association 3rd Party Billing \& Payment Processing\-Monthly: Pool Rentals, Birthday Parties, Gym Rentals

As Needed: promo set up; reporting for philanthropy; order supplies for branch; filing of membership/program paperwork to storage; annual audit; bank drafts.

QUALIFICATIONS:

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• + Minimum High School Diploma or equivalent. Associate’s degree preferred.

+ Two or more years administrative/business (relevant) work experience.

+ Excellent communication and computer skills.

+ Strong organizational skills, customer service skills, and attention to detail.

+ Proven experience handling cash and bank deposits.

+ Confidentiality and professionalism are crucial to this position.

WORK ENVIRONMENT\& PHYSICAL DEMANDS:

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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. In 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. Due to the nature of this position the employee may also be required to stand, walk on uneven surfaces, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually minimal to moderate.

The Business Office and Membership Manager will complete all other activities and duties as assigned to advance our strategic goals, resolve arising issues and concerns, and/or address the ongoing health and well\-being of our staff and members, and agrees to abide by all Association Policies and always demonstrate Values of Respect, Responsibility, Caring and Honesty.