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Job Posting: NFH Membership Administrator Postiion

Job Posting: Work for the Cabin Community!

Membership Administrator Position Description

 The NFH Membership Administrator is responsible for running a smooth, efficient, and professional operation to support NFH’s mission on behalf of the cabin program.

Specifically, the Membership Administrator maintains a database of current NFH membership records and other non-member cabin owners and Forest Service personnel, manages all membership dues collection and renewal operations, deposits and accounts for membership dues and other donations, and assists members with access to the NFH website and general requests. The Membership Administrator works full-time hours primarily in their home office; flexible hours as needed to accomplish all tasks in a timely way.  Occasional travel to NFH events. This position reports to the Executive Director. Salary $40-44K, depending on experience.


Required Skills:

  • Ability to work from home with own office equipment, including hardware and software upgrades and maintenance
  • Ability to manage time efficiently, and plan for larger projects, while being flexible with short-term tasks that may interrupt plans
  • Knowledge of or ability to learn Your Membership (YM) online database system, reports, queries, bulk email and website maintenance.
  • Ability to create and work with moderate to complex MS Excel spreadsheet operations (ie. budgets, member tracking reports, downloaded data)
  • Ability to handle graphics and other advanced functions in MS Word
  • Working knowledge of other software, including MS PowerPoint, and Adobe Creative Suite products (Acrobat, InDesign, Photoshop)
  • Basic knowledge of financial recordkeeping and accounting
  • Proven accuracy and attention to detail
  • Clear communication and writing
  • Professional and positive demeanor, customer service skills, and ability to function as part of a team
  • Ability to collaborate and take ownership of deliverables while remaining flexible with committee decision processes

Additional Skills Desired:

  • Ability to research software as needed
  • Experience with social media and marketing publication
  • HTML experience

Specific Membership Administrator Job Duties:

1. Maintain and Update NFH Database

  • Keep dues payment records current to avoid any lapse in membership status or website access
  • Monitor and troubleshoot online database for duplicates, errors and inconsistencies; and make corrections as needed
  • Update membership contact information from any and all available sources, including follow up on out of date contact information (email bounces, undeliverable mail, disconnected phone numbers, etc.)
  • Add nonmember cabin-owner and Forest Service contacts to database from all email communications and other sources as appropriate
  • Suggest and make improvements to database as needed

2. Manage Membership Dues and Renewals Billings

  • Monitor and promote online individual renewals in YM during common renewal cycle
  • Invoice individual members for annual dues payments via U.S. Mail per member preference
  • Send reminder notices as needed and maintain billing activity log
  • Follow up with phone calls after membership dues are 60-90-days delinquent
  • Send and process Member Tract packets via email, collect dues, and maintain communication with Member Tract representatives
  • Monitor and approve new members joining via YM and send a thank-you email with link to the latest newsletter
  • Send thank-you letters to new members who have mailed in dues, including the latest newsletter for new members; include username, password, and instructions for signing in to the website
  • Produce and mail new member packet to new members approximately twice per month.
  • Generate membership status and new member reports monthly.

3. Manage Donations

  • Deposit and record all non-dues donations to NFH
  • Send thank you letters or emails to all donors
  • Provide regular donor reports

4. Deposit and Account for All Income

  • Appropriately record all deposits from checks and credit cards for membership dues and donations
  • Provide a monthly income report to the Treasurer and work with Treasurer on monthly reconciliation
  • Cancel and store all deposited checks, maintaining a three-year paper trail
  • Scan and deposit checks at least once per week

      5. Assist Members

  • Assist members with website access, online payment process, and online event registrations
  • Monitor online contact forms and respond or forward to appropriate staff member, board member, committee chair, or subject matter experts, as needed

6. Manage Member and/or Non-Member Mailings and Email Communications

  • Prepare, print, and mail general correspondence as needed
  • Create database queries and send bulk email blasts as needed
  • Work collaboratively with NFH staff and committees on production of communications.
  • Utilize outsource printers, as appropriate

7. Provide Support for Officers, Directors, and Committees

  • Provide monthly membership tracking report and other reports as requested for Board of Directors meetings
  • Attend regular board meetings and committee meetings as necessary and able
  • Certify member voter list and provide support for the Elections Committee
  • Provide requested reports and other support for officers, directors, or committee chairs
  • Provide data as needed and per schedule by the Communications committee for use in newsletters.

8. Provide Support for Conferences, Forums, and Public Events

  • Assist Executive Director and relevant committees in planning conferences, forums, and other public or virtual events
  • Manage pre-event online registration
  • Print and/or photocopy and collate all materials for events
  • Manage onsite event registration, including volunteers, setup, cash box, breakdown, payments, and all recordkeeping
  • Prepare registration displays, book table and attendee name badges
  • Assist with other event logistics
  • Provide assistance to Regional or State Cabin organizations upon approved request

9. Other

  • The Membership Administrator serves collaboratively with the Executive Director and NFH Staff.
  • As a member of the team of a small nonprofit organization, a range of other duties consistent with the mission and goals of NFH may be assigned from time to time.
  • Monitor NFH mailbox and manage incoming mail
  • Submit monthly expense reports to Treasurer
  • Training for professional development will be provided as possible to acquire or enhance the skills required for this position.

The current structure of NFH allows a flexible work schedule to encourage a healthy work-life balance, involvement in extracurricular activities, and time outdoors.