Membership Services Coordinator
San Mateo County Community College District
Posting Number: 20141313S
Department: Community Fitness
Location: Caada College
Position Number: 1C0531
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Min Salary: $68,580 (annual)
Max Salary: $87,504 (annual)
Position Type: Classified Positions
Who We Are:
The San Mateo County Community College District is committed to achieving educational equity for all students. As outlined in the Districts Strategic Plan, "success, equity, and social justice for our students are longstanding goals." The Districts "Students First" Strategic Plan is focused on "Student Success, Equity and Social Justice." We provide students with a rich and dynamic learning experience that embraces differences - emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.
The College and the District:
The San Mateo County Community College District is home to Caada College, College of San Mateo, and Skyline College. All three of our colleges are designated as Hispanic Serving Institutions enrolling approximately 33,000 students each academic year. San Mateo County Community College District has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on the San Mateo County Community College Districts Educational Services & Planning website.
Who We Want:
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.
This is paraprofessional work at the action level involved in setting up and maintaining a database of members, and/or donors and related data. Under general supervision, the employee maintains the central station computer system to set up, track and monitor data pertaining to members and/or donors, revenue, activities, and events. Public contact is extensive and involves staff, students, vendors, members, prospective members, and the general public to exchange procedural and policy information related to memberships and services. A high degree of independent judgment and creativity are required to analyze and interpret data to resolve a variety of minor and occasional major problems that arise. Consequences of errors in judgment can be costly in employee time, income, and public relations; however, supervisory controls are available to limit the risk of serious errors. A Membership Services Coordinator can lead the work of other staff, and directs volunteers and student assistants as assigned.
Duties and Responsibilities:
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.
- Exchanges information with managers and other staff regarding procedural information related to membership campaigns, services and activities; plans short- and long-range schedules and logistics of various events in conjunction with other staff and vendors; contacts vendors and members and/or donors to provide procedural and timeline information concerning department activities and events
- Primary point of contact for member and/or donor inquiries, needs and concerns; monitors and responds to email and voicemail inboxes
- For membership information: Researches, enters, modifies and retrieves a variety of membership and/or donor demographic, statistical, financial and other data; compiles data for special and regular reports; tracks member and/or donor trends and forecasts donation revenues; logs monies received from members and/or donor services utilizing tools in the software, customizes and modifies the database in conjunction with other staff, as needed
- Sets up and maintains direct mail and email communications; exchanges information with direct mail companies, outside agencies and organization representatives concerning database records, special mailings, fundraising campaign and activity sites logistics
- Solicits in-kind and other donations to assist in fundraising activities
- Performs daily database back-up
- Assigns membership database user credentials; maintains database and integrity of member and/or donor data by training users on standard data entry rules, protocols and procedures
- Recruits, interviews, selects, schedules, trains and monitors the work of student assistants and volunteers as assigned
- Composes correspondence, memoranda, and other written materials using a variety of computer software
- Performs related duties as assigned
- Graduation from high school and an Associate degree in business administration, marketing or a closely related field and successful clerical experience of increasing responsibility in a membership focused or similar environment OR an equivalent combination of education and experience
- Extensive use of a database and a variety of computer software applications to set up, track and report complex data
- Experience with the organization and implementation of various complex office procedures and forms
- Excellent oral communication skills
- Experience with training and leading the work of others
- Excellent collaborator with diverse individuals and groups
- Advanced skills in Microsoft Word and Excel (e.g. mail merge, references, table of contents, styles, table design, Excel functions, etc.)
- Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
- Ability to learn emerging computer applications and regularly update technology skills
- Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
- Demonstrated skill in working as part of a customer service team
- Demonstrates organizational and project-planning skills
- Ability to maintain a high level of accuracy with attention to detail, solve complex problems, and exercise independent judgment
- Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff
This classification requires attention to details; flexibility and adaptability; manual dexterity; sitting for long periods; pushing and pulling; visual comparison and acuity; oral communication; multi tasking; patience; artistic vision and ideas; leading others; tact and sensitivity in order to perform the essential functions.
Equivalence to Minimum Qualifications:
Knowledge, Skills and Abilities:
- Knowledge of market demographics, potential revenue resources, applicable regulations, policies and procedures related to membership
- Skill in research, compiling data for, formatting and tracking demographic, statistical and financial data for study, monitoring and reporting
- Skill in respectful, sensitive communication with people who are diverse in their cultures, language groups and abilities
- Skill in use of a database, spreadsheets and a variety of other computer software to set up and maintain complex files and data
- Skill in oral and written communication
- Skill in training and leading the work of others
- Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making
- Skill in communicating effectively with people at all levels within organizations
- Ability to coordinate, anticipate and resolve workload issues and problems
- Ability to work effectively as part of a customer service team
Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.
Open Date: 09/12/2022
First Review Date: 10/03/2022
Open Until Filled: Yes
Special Instructions Summary:
Required Application Materials All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).
2. A resume that details all relevant education, training, and other work experience.
3. A cover letter of no more than 3 pages that addresses the applicants cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicants qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.
Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.
For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive
San Mateo, CA 94402
Tel.: (650) 574-6555
Fax: (650) 574-6574
Web Page: www.smccd.edu/hr
Conditions of Employment:
Prior to employment, the selected candidate will be required to complete the following:
1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process
In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.
The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.
Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation requests and a copy of the Americans with Disabilities Act applicant procedures can be made by completing our: Applicant Reasonable Accommodation Request Form
Annual Security Report:
San Mateo County Community College Districts (SMCCCD) 2021 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2021 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2021 Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. The 2021 Annual Security Report is now available. You can also obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000. The report includes information about criminal activity on our campuses, emergency procedures and resources.
To apply, visit: https://jobs.smccd.edu/
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