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Club Services Coordinator

Requisition Number
2026-8506

Overview

About Us

For over 90 years, Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware.  We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation.

Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need to know they have a place in their community where they can go. Clubs provide a safe haven for youth, allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills, conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decision-making skills.
 
Position Summary:
 
The Club Services Coordinator provides essential administrative and operational support to the Club Services Department, helping ensure the smooth day-to-day functioning of back-office operations across Boys & Girls Clubs of Delaware. This role manages a range of behind-the-scenes responsibilities including insurance administration, policy documentation, and fleet coordination, allowing Club Services leadership to focus on strategic priorities.
 
The Coordinator also plays an important family-facing role, supporting collections efforts for delinquent membership and program fee accounts. This work is carried out with a high level of customer service, approaching every interaction with families with professionalism, empathy, and a genuine commitment to finding solutions. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive financial and family information with discretion and care.
 

**This is a hybrid role with 3 days on-site. The selected candidate must reside within a reasonable commuting distance of the State of Delaware**

 

Responsibilities

Essential Functions:
  • Coordinate organizational insurance administration, including maintaining policy records, tracking certificate of insurance requests, supporting renewals, and serving as an administrative point of contact for insurance-related inquiries.
  • Maintain and organize policy and procedure documentation for the Club Services department, ensuring records are current, accessible, and properly filed.
  • Coordinate fleet management administrative functions, including tracking vehicle records, maintenance schedules, registration renewals, insurance documentation, and usage logs.
  • Serve as a liaison between the VP of Club Services and internal departments, Club staff, and external vendors on administrative and operational matters.
  • Support bulk and organizational ordering processes, including vendor and order management, coordinating supply requests, tracking orders, and ensuring timely fulfillment for Club and departmental needs.
  • Support collections efforts for delinquent membership and program fee accounts, proactively contacting families with outstanding balances in a professional, respectful, and solution-oriented Finish manner consistent with organizational policy.
  • Support families experiencing account issues by providing guidance on account status, payment options, scholarship availability, and organizational resources, prioritizing a positive family experience throughout every interaction.
  • Maintain accurate and up-to-date records of member account activity, collections communications, and payment arrangements.
  • Collaborate with Club Directors and front-line staff to address membership and program fee account discrepancies and ensure consistent account management practices across sites.
  • Assist in tracking and reporting on membership account status, collections activity, and revenue trends to support organizational decision-making.
  • Support the development and maintenance of administrative systems, templates, and tools that improve operational efficiency within the Club Services department.
  • Handle sensitive family, financial, and organizational information with confidentiality and professionalism at all times.
  • Perform other duties as assigned to support the Club Services department and broader organizational operations.

Qualifications

Core Competencies Needed for This Role:
  • Strong administrative and organizational skills
  • Attention to detail and accuracy in record-keeping
  • Customer service and family engagement
  • Confidentiality and discretion with sensitive information
  • Collections and account management
  • Clear and professional written and verbal communication
  • Problem-solving and conflict resolution
  • Time management and ability to manage multiple priorities
  • Proficiency with office software and data systems
  • Collaboration and cross-functional support
Qualifications and Educational Requirements:
  • Associate’s degree in business administration, office management, or a related field required; bachelor’s degree preferred.
  • Minimum of two (2) years of experience in an administrative, operations, or customer service role.
  • Experience handling billing, collections, or account management, preferably in a nonprofit, healthcare, or service organization setting.
  • Demonstrated ability to communicate with families or customers in a professional, empathetic, and solution-oriented manner regarding sensitive financial matters.
  • Experience with insurance administration, fleet coordination, or records management a plus.
  • Strong proficiency in Microsoft Office Suite; experience with membership management or billing software preferred.
  • Excellent organizational skills and attention to detail with a high degree of accuracy in data entry and record-keeping.
  • Ability to handle confidential information with discretion and integrity.
  • Strong written and verbal communication skills.
  • Ability to pass all required background checks and clearances.
 
Environmental and Working Conditions:
Work is primarily performed in an office environment with occasional visits to Club sites as needed. Employees are subject to transfer from one department to another and from one Club/School Site to another as the needs of the organization change.
 
Physical and Mental Requirements:
  • Ability to sit, type, and work at a computer for extended periods.
  • Occasional lifting, carrying, or moving objects weighing up to 25 pounds.
  • Ability to manage multiple priorities and deadlines in a dynamic environment.
  • Ability to perform duties effectively under stressful conditions; make decisions quickly and accurately with tact and impartiality.
  • Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing.
Work Hours:
Monday – Friday; hours vary based on organizational needs. Some evening or weekend work may occasionally be required; flexibility is expected.
 
FT Employee Benefits Incentives

 All of our employees are valued and receive competitive pay and a comprehensive benefits package which includes:
  • Medical, Vision, and Dental Insurance/Pharmacy Coverage for individual & immediate family
  • Flexible Spending Accounts (FSA) 
  • 401(k) with Employer Match
  • Paid Time Off
  • Free childcare for school-aged children based upon site availability 
  • Life Insurance Coverage
  • Short- & Long-Term Disability
  • Employee Assistance Program
 
 
Note: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
 
Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

 

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