Membership & Office Administrator (Temporary Position) (Soulard Campus)

Job Title:                                       Membership & Office Administrator

Department/Location:             Admin/Soulard

Reports to:                                   Human Resources Manager

Direct reports:                            None

Status:                                           Temporary/Hourly/Non-Exempt

Compensation:                           $21.50/Hour

Organization Description: The mission of Gene Slay’s Girls & Boys Club (GSGBC) is to empower girls and boys in the St. Louis metropolitan area, especially those who need us most, to realize their physical, intellectual, and emotional potential.

Since 2018, GSGBC has implemented trauma-informed care through its organizational operation and how services are provided to members and their families. GSGBC is currently working with the Conscious Discipline model, a trauma-informed/evidence-based model of social-emotional learning, to implement trauma-informed care in our Clubs. Conscious Discipline helps us to better understand children’s behavior and emphasizes safety, connection, and problem solving. Staff are trained in trauma-informed care and will be provided with the tools to better understand how trauma affects our members, and how they can deal with the behaviors associated with trauma.

GSGBC offers afterschool and summer programming for youth ages 5-16, serving more than 700 youth annually. GSGBC supports youth development and holistic health with programs that include:  Academics, Athletics, Character Building, Healthy Living, College & Career Readiness and The Arts. The Afterschool Program runs August through May, 2:30pm-7:30pm, a Summer Camp is offered June through August, 7:00 am-6:00 pm.  

Primary Function: The Membership & Office Administrator will be the face of GSGBC and act as the first point of contact for members and the public. They will be responsible for the registration of all members attending GSGBC campuses, ensuring their member files are compliant per DESE Licensing Rules. Additionally, this individual is responsible for providing administrative support as needed.


The Membership & Office Administrator works 8:00 am to 4:30 pm Monday – Friday. This is subject to change. This is a temporary short-term position expected to last approximately three months.

Duties & Responsibilities:


  • Ongoing knowledge and implementation of Department of Elementary and Secondary Education Licensing Rules for Group Child Care Homes and Child Care Centers as it relates to membership enrollment
  • Ensure enrollment forms are current and meet state regulations
  • Ensure a complete and thorough written and/or electronic registration process for all members
  • Ensure each member has a compliant physical file at their campus of attendance, including all documents required by state licensing, prior to engaging in Club activities
  • Process online registrations in TraxSolutions
  • Enter data from enrollment packets into TraxSolutions
  • Responsible for member entry and weekly attendance tracking for all Club members in Apricot
  • Ensure all families are aware of fee obligations and scholarship assistance available
  • Maintain accurate records of GSGBC scholarships, membership payments received and payments outstanding
  • Communicate with families regarding outstanding payments as needed

Administrative Support:

  • Provide administrative support to projects as needed, completing tasks as assigned
  • Coordinate various meetings with internal and external parties, including staff
  • Coordinate internal and external communications related to miscellaneous and ongoing tasks and projects involving vendors, stakeholders, donors, staff, board members, etc.
  • Assist/responsible for creation/preparation of documents related to multiple departments (Programs, Development, general marketing, etc.)

General Office Duties:

  • Answer phone calls and appropriately route
  • Monitor front door
  • Point of contact for office equipment maintenance
  • Maintain inventory of office supplies
  • Order custodial, office, and food service supplies
  • Perform clerical functions and special projects as assigned
  • Misc. reports and research as directed

Knowledge, Skills & Abilities

  • Microsoft Office Suite experience and experience utilizing online databases
  • Attention to detail and accuracy, with ability to solve problems through critical thinking
  • Ability to problem solve, evaluate processes, and suggest solutions
  • Excellent verbal and written communication skills in-person and over the phone (discretion, patience, and etiquette), as well as demonstrated ability to adjust communication style for various audiences
  • Experience handling confidential information
  • Effective time management with ability to prioritize and manage multiple deadlines at once
  • Self-starter, takes initiative, and can work independently in a fast-changing environment
  • Ability to work collaboratively with other staff and management


  • High school diploma required; associate’s degree preferred
  • Two years of customer service experience
  • Two years of administrative experience
  • Ability to work independently in a fast-paced environment
  • Effective time management with ability to prioritize
  • Ability to work collaboratively with other staff and management
  • Ability to adjust to the diverse needs of members and staff
  • Proficient computer and Microsoft Office Suite skills, required
  • Excellent written and verbal communications skills; ability to write clearly and informatively, and vary writing style to meet the need of the project
  • Ability to work in a diverse environment with a high level of cultural competency
  • Must have reliable transportation
  • Must pass the health and employment requirements set by Missouri Department Elementary and Secondary Education as a condition of employment

Hours & Benefits:

This position is classified as non-exempt and therefore will qualify for overtime pay for hours worked over 40 hours. The scheduled hours for this position are approximately 40 per week, Monday through Friday. This position is not eligible for benefits.

Physical Requirements/Work Environment:

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.

Gene Slay’s Girls & Boys Club of St. Louis provides equal employment opportunities to all regardless of race, color, sex, national origin, military service eligibility, veteran status, marital status, disability, gender, gender identity, gender expression, sexual orientation or any other category protected by law.

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