Summary
Description
Job Summary
The Billing Coordinator is a key finance-focused role, responsible for ensuring consistency and accuracy in membership systems, fee collection, and donor gift processing across Boys & Girls Clubs of Metro Denver (BGCMD). This position provides strategic coordination and training to Club-based staff who manage membership, attendance, and financial transactions in MyClubHub. In collaboration with Club leadership and the Resource Development team, the Billing Coordinator supports the integrity of membership records and financial stewardship of member fees and philanthropic gifts. This position serves as a power user for MyClubHub and other systems, such as NetSuite, Raiser’s Edge, and others, as well as supports cross-functional reporting and operational processes to drive equity, efficiency, and engagement.
Primary Responsibilities
System Oversight & Data Integrity
- Act as the primary contact for MyClubHub membership fee collection, ensuring accurate and consistent entry of member records and fee transactions at all Club locations.
- Train and support Club Access Assistants, Club Access Specialists, and Club Directors on transaction processing and cash handling procedures.
- Develop and distribute SOPs, training materials, and audit tools to maintain data integrity and minimize errors.
- Collaborate with Club Operations to align MyClubHub configurations and billing reports with organizational data needs.
Fee Collection Management
- Oversee all fee collection processes across Clubs, including fee schedules, cash handling, reconciliation, and deposit procedures.
- Manage communication with account holders on outstanding balances, coordinating with Club staff to ensure timely resolution and payment.
- Act as the primary contact for fee discrepancies, escalating issues to Finance or leadership when needed, and promoting equitable access through scholarships and flexible payment options.
- Conduct monthly reports on fee collection activity to support operational planning and budget forecasting.
Gift Processing Support (Donor Gifts)
- Process donor contributions in coordination with the Resource Development team, including checks, cash, online gifts, recurring gifts, and ACH transactions.
- Ensure proper coding, acknowledgement, and reconciliation of donor records and gift designations across CRM and financial systems (e.g., Raier’s Edge, NetSuite).
- Prepare reports and reconciliation documents to support audits, donor stewardship, and fund reporting.
Administrative & Cross-Functional Coordination
- Maintain up-to-date knowledge of compliance standards related to data privacy, financial transactions, and donor gift processing.
- Facilitate onboarding and ongoing training for Club Access staff to strengthen site-based operational capacity.
- Lead or support projects involving system transitions, technology upgrades, and process improvements affecting enrollment and financial procedures.
- Support seasonal and pilot membership campaigns (e.g., back-to-school drives, summer fee promotions).
- Management of the scholarship program, including applications and recipient support.
- Provide general administrative and other duties to support the Program Support Center.
Minimum Qualifications
- High school diploma, GED or equivalent
- 3 years of experience with payment processing and administrative responsibilities that must include:
- experience working with CRM or member database platforms (e.g., MyClubHub, Salesforce, Raiser’s Edge, etc.)
- experience with fee processing, reconciliation practices and donor gift entry
- experience conducting data audits and quality assurance checks
- explaining technical processes and coaching team members on data entry best practices and financial procedures
- using cloud-based collaboration tools (e.g., Google Workspace or SharePoint) in addition to Microsoft Office products and software
- Bilingual in English and Spanish is required
- Travelling to Clubs within the Denver Metro area is required
Preferred Qualifications
- Associate or bachelor's degree in business administration, nonprofit management, data systems, education, or related field.
- Experience supporting cross-functional teams and/or training frontline staff in a multi-site organization.
- Familiarity with membership-based nonprofit models and donor data systems, particularly Boys & Girls Clubs.
- Demonstrated commitment to equity, confidentiality, and ethical stewardship of family and donor financial information.
