Membership Database Manager

TITLE

Membership Database Manager

PERFORMANCE PROFILE SOURCE

Individual Contributor

DEPARTMENT

Operations Support

REPORTS TO

Vice President, Club Operations

FLSA STATUS

Exempt

WORKER CATEGORY

Full-Time

EMPLOYMENT FUNCTION

Technical

LOCATION

Syd & Marianne Levy Service Center

ADDRESS

101 E Colonial Drive, Orlando, FL 32801

POSITION SUMMARY

The Membership Database Manager (MDM) is responsible for the performance, integrity, and security of BGCCF’s membership and program database built on Salesforce (My Club Hub). The MDM leads the planning, configuration, and development of the database environment, oversees integrations, and provides technical assistance and training to ensure data remains reliable, consistent, and actionable for reporting and decision‑making.

This position monitors the effective use of data collection and reporting systems, manages Club staff use of data entry and outcome measurement tools, guides the analysis and translation of data, and produces weekly, monthly, annual, and ad‑hoc reports for senior management and key stakeholders. The MDM also serves as the primary CRM contact and membership platform owner, aligning system configuration and roadmaps with organizational strategy and operational needs.

ESSENTIAL

JOB RESPONSIBILITIES Database Management

• Maintain the integrity, performance, and security of the membership and program database, ensuring accuracy, reliability, and compliance with BGCCF policies.
• Oversee database workflows, user access, and data collection practices across Clubs; audit usage and provide training, job aids, and corrective guidance.
• Identify, evaluate, and mitigate data and system risks, addressing discrepancies and ensuring sustainable resolutions.
• Develop and refine data collection and tracking tools for membership, outcomes, and quality oversight when existing tools do not meet operational needs.
• Collaborate with Boys & Girls Clubs of America and vendors to resolve database issues and ensure alignment with national data standards.
• Partner with Finance to support accurate coding structures, dues reconciliation, and financial activity tracking.
• Manage online registration and parent portal functionality, serving as the primary administrative point of contact and ensuring timely support through the ticketing system.
• Produce regular and ad‑hoc reports to track attendance, membership, and outcomes, providing insights for leadership and operational decision-making.

CRM Administration and Configuration

• Serve as the primary administrator for Salesforce (My Club Hub), overseeing system configuration, upgrades, integrations, and user support.
• Manage user permissions, roles, and security protocols to ensure appropriate access and governance compliance.
• Configure entities, forms, workflows, and automations to optimize membership, attendance, and outcomes processes.
• Lead or support CRM‑related projects, migrations, and integrations; gather requirements and deliver scalable solutions.
• Maintain documentation of system architecture, configurations, and SOPs to ensure continuity and compliance with best practices.
• Conduct regular data imports, exports, and audits to preserve data integrity and system performance.

Automation, Integration, and Data Governance

• Collaborate with internal and external technical partners to maintain and improve integrations (e.g., finance systems, LMS, marketing tools, HRIS).
• Manage the connection between the membership CRM and other platforms, working with vendors and support services to resolve issues and ensure accuracy.
• Enforce data governance and member privacy best practices in alignment with organizational policies and applicable regulations.
• Oversee data imports, exports, reconciliations, and governance routines to maintain a single source for membership and outcomes data.

Data Reporting and Insights

• Partner with Operations, Finance, Marketing, and Human Resources to design, publish, and maintain dashboards that track member outcomes, Club performance, and key KPIs.
• Collaborate with Finance to ensure My Club Hub  (MCH) data aligns with financial guidelines and policies, including accurate management of accounts, billing, payment methods, and account adjustments.
• Provide…