Membership Coordinator

Job Description

The Membership Coordinator supports the successful implementation of membership acquisition and retention strategies through strong operational and logistical execution, as well as supporting premium-level membership in collaboration with the Development Team. This role focuses on back end fulfillment of membership renewals, transactions, customer service, and benefits delivery while also coordinating logistics for member-exclusive events that drive engagement and loyalty. Reporting to and collaborating closely with the Senior Manager of Membership, the Coordinator plays a central role in executing renewal strategies, both digital and in-person, to capture renewals before expiration and enhance member retention.

As part of the Sales, Special Events & Membership (SSEM) team, this position works closely and cooperatively with Development, Finance, Marketing, Guest Experience, and other internal teams to ensure the timely acquisition and retention of members through high-quality engagement and stewardship. While the Guest Experience team is primarily responsible for new membership sales at the front gate, responding to inbound member service inquiries, and conducting outbound renewal reminder calls, the Membership Coordinator is a critical driver of the membership program’s strategic operations and renewal efforts.

About Us

The Dallas Arboretum and Botanical Garden supports equal opportunity and accessibility for all and promotes a safe and engaging experience that welcomes all to enjoy. We seek to inspire and engage people of all backgrounds by creating a positive and impactful experience.

The Arboretum has been listed among the top arboretums in the world and the number of honors is so extensive it is listed on our website. The Dallas Arboretum is proud to offer the public an array of popular annual events, educational programs for children and adults, and an emphasis on family-oriented activities. Ground-breaking horticultural research conducted in our Trial Gardens continues to contribute to an important body of knowledge, both regionally and nationally.

Located on the shores of White Rock Lake, the Arboretum’s 66 acres include a complete life science laboratory with endless potential for discovery. For more information, please check out our website at https://www.dallasarboretum.org

Duties & Responsibilities

Membership Renewals & Fulfillment (40-50%)

Manage and process membership renewals, upgrades, and reinstatements in the CRM system (Raiser’s Edge) and maintain data accuracy and integrity in all membership records.
Manage member complaints and inquiries in a timely fashion both via email and phone.
Provide support for generating mailing lists and oversee the printing, mailing coordination, and timely distribution of membership cards, welcome packets, and benefit materials with third-party vendors and USPS, relating to friends and CRHS members.
Track renewals and maintain accurate membership records.

Member Events & Stewardship (30-40%)

Plan and execute seasonal logistics for all member-exclusive events, including securing venues, rentals, catering, and entertainment, as well as reservations and run-of-show.
Work collaboratively and communicate effectively with internal departments, such as Facilities, Operations, and Security, to ensure smooth event setup and execution.
Enter and manage events in Ticketure, ensuring correct pricing, capacity, and visibility on public platforms.
Manage on-site staff for member events and assist with check-in, troubleshooting, and documentation.
Coordinate post-event follow-up communications to reinforce member value and encourage renewals or upgrades.
Collect member feedback and document event outcomes for reporting and improvement.
Maintain inventory of event supplies and support budget tracking for member engagement activities.
Track member engagement trends and collect feedback at events to inform future programming and improve satisfaction.

Cross-Team Collaboration (10%)

Work with Senior Manager, Membership, and Marketing to develop, update, and support renewal communications, membership events, and benefits messaging.
Partner with Guest Experience and Advancement teams to ensure member questions, feedback, and escalations are resolved effectively to further strong stewardship and support cross-team initiatives.
Attend relevant SSEM meetings, including weekly operational briefings and event planning sessions.
Monitor inventory of membership supplies and materials; reorder as needed and assist with budget planning.

Education and Experience

Three or more years of experience in nonprofit membership, alumni relations, fundraising, audience or customer engagement, and event coordination roles.
Excellent organizational and time management skills with strong attention to detail and ability to manage multiple deadlines.
Accuracy in data processing and budgetary management.
Confident communicator with strong written, verbal, and interpersonal skills; professional and positive demeanor with ability to collaborate across departments.
Proficiency in Microsoft Office; familiarity with Raiser’s Edge, Ticketure, and/or Tripleseat preferred.
Ability to work variable hours, including evenings and weekends during events.
Valid driver’s license; ability to operate garden vehicles such as a golf cart.
Positive, solutions-oriented mindset with a commitment to high-quality member service and fulfillment in upholding organizational standards.

Additional Information

PHYSICAL REQUIREMENTS

The physical demands or requirements described here are representative of what is expected by an employee to successfully perform the essential functions of this job.

While performing the duties of this job the employee should be able to:

Stand or walk in outside non-air-conditioned spaces for extending periods.
Sit or stand at a desk for prolonged periods of time

Ability to physically facilitate events/oversee member solicitation on property and offsite as needed.
Other duties may be assigned by a direct supervisor when necessary.

Application Instructions

Officially apply here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=39c36789-b8b3-4457-b596-d2cceb167d33&ccId=19000101_000001&type=MP&lang=en_US