Membership administrator

Membership administrators ensure an effective membership administration, documentation and communication. They support the membership sales process, the current membership enquiries and the renewal processes.

Excludes political party agent.

The duties of a membership administrator include, but are not limited to:

• Handling all questions, information requests, and complaints regarding membership.
• Processing membership applications, renewals, and resignations.
• Maintaining and updating membership records.
• Assisting with member communication activities.
• Collecting data, tracking membership statistics, and preparing reports.
• Developing and implementing strategies to recruit new members.
• Coordinating with the accounting department to track membership revenue.
• Preparing membership marketing materials.
• Organizing events and activities for existing and prospective members.

The following job titles also refer to membership administrator:

administrative support officer
membership officer
membership sales administrator
account administrator
membership and subscription administrator
regional membership administrator

A high school diploma or equivalent is generally the minimum required to work as a membership administrator.

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

• the nature of the work performed in an occupation in relation to the characteristic tasks and duties
• the level of formal education required for competent performance of the tasks and duties involved and
• the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

Membership administrator is a Skill level 2 occupation.

These occupations, although different, require a lot of knowledge and skills similar to membership administrator.

investment clerk
sales support assistant
leather goods finishing operator
leather goods warehouse operator
debt collector

These occupations require some skills and knowledge of membership administrator. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of membership administrator with a significant experience and/or extensive training.

civil registrar
customs officer
sport official
fundraising assistant
aeronautical information specialist

This knowledge should be acquired through learning to fulfill the role of membership administrator.

• Customer service: Processes and principles related to the customer, client, service user and to personal services; these may include procedures to evaluate customer’s or service user’s satisfaction.
• Sales strategies: The principles concerning customer behaviour and target markets with the aim of promotion and sales of a product or a service.

These skills are necessary for the role of membership administrator.

• Manage membership database: Add and update membership information and analyze and report on statistical membership information.
• Perform office routine activities: Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.
• Use communication techniques: Apply techniques of communication which allow interlocutors to better understand each other and communicate accurately in the transmission of messages.
• Provide membership service: Ensure good service for all members by monitoring the mail box on a regular basis, by resolving membership issues that arise and by advising members on benefits and renewals.
• Develop professional network: Reach out to and meet up with people in a professional context. Find common ground and use your contacts for mutual benefit. Keep track of the people in your personal professional network and stay up to date on their activities.
• Complete membership administration: Oversee and carry out several tasks in the membership administration process such as reporting membership numbers, ensure that the website is reviewed and maintained and writing newsletters.
• Execute administration: Carry out administrative work and establish public relations.
• Recruit members: Carry out assessment and recruitment of members.
• Manage members: Oversee that members pay their fees and that they get information about union or organisation activities.

This knowledge is sometimes, but not always, required for the role of membership administrator. However, mastering this knowledge allows you to have more opportunities for career development.

• Office software: The characteristics and functioning of software programs for office tasks such as word processing, spreadsheets, presentation, email and database.

These skills and competences are sometimes, but not always, required for the role of membership administrator. However, mastering these skills and competences allows you to have more opportunities for career development.

• Write leaflets: Create flyers such as recruitment flyers in order to recruit people or publicity flyers in order to contribute to the development of publicity campaigns.
• Show responsibility: Accept responsibility and be accountable for professional decisions of yourself or others as part of a job or one’s role.
• Handle customer complaints: Administer complaints and negative feedback from customers in order to address concerns and where applicable provide a quick service recovery.
• Make independent operating decisions: Make immediate operating decisions as necessary without reference to others, taking into account the circumstances and any relevant procedures and legislation. Determine alone which option is the best for a particular situation.
• Deal with pressure from unexpected circumstances: Strive to achieve objectives despite the pressures arising from unexpected factors outside of your control.
• Handle complaints: Manage problems, protestations and disputes on the job.
• Write work-related reports: Compose work-related reports that support effective relationship management and a high standard of documentation and record keeping. Write and present results and conclusions in a clear and intelligible way so they are comprehensible to a non-expert audience.
• Meet deadlines: Ensure operative processes are finished at a previously agreed-upon time.
• Process payments: Accept payments such as cash, credit cards and debit cards. Handle reimbursement in case of returns or administer vouchers and marketing instruments such as bonus cards or membership cards. Pay attention to safety and the protection of personal data.
• Stimulate creative processes: Encourage and foster creative processes from setting up brainstorming sessions, incubating ideas, up to contrasting them with other ideas and undergoing feasibility tests of the prospects.
• Develop campaigns: Create and lead campaigns according to the mission of the agency or organisation.

4110 – General office clerks

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References

1. Membership administrator – ESCO
2. Membership Coordinator Job Description – Betterteam
3. Featured image: Photo by Mick Haupt on Unsplash