Membership Coordinator

Chabot Space & Science Center is a non-profit science center and observatory dedicated to inspiring and educating learners of all ages about the Universe and planet Earth. Chabot’s mission is to spark and engage curiosity, deepen access and inclusion within science education, and provide opportunity for pathways into careers in the sciences.

Situated on a beautiful 13-acre campus nestled in the redwoods of Oakland’s regional parks, Chabot Space & Science Center includes immersive exhibits, hands-on learning activities, science festivals, a state of the art planetarium, and is home to the official NASA Ames Visitor Center. Chabot’s research-level astronomical observatory, featuring three large scale telescopes, is the largest observatory complex free for regular public viewing in the Western United States.

At Chabot, we:  

• Conduct ourselves with honesty, transparency, and ethical behavior, maintaining the trust and confidence of our community.
• Foster a culture of collaboration, valuing the diverse perspectives, ideas, and skills of our staff, volunteers, and partners, recognizing that collective efforts drive positive change.
• Encourage creativity and innovation, embracing new ideas, and approaches that advance our mission and optimize our impact and promote ongoing professional development, fostering a culture of learning, growth, and continuous improvement, where individuals are empowered to reach their full potential and contribute their unique strengths.  
• Treat all individuals with dignity and respect, appreciating their unique backgrounds and experiences, fostering an inclusive and welcoming environment for everyone.
• Actively seek partnership and collaboration, recognizing that working together with others strengthens our ability to make a meaningful difference in the communities we serve.
• Measure our success by the positive impact we make in our community, always seeking ways to address emerging needs, adapt to changing circumstances, and make meaningful and lasting change.
• We believe that everyone deserves a career they love. We strive to build a diverse team that reflects the people we serve; this is made possible through our commitment to fostering a culture of diversity, inclusion, equity, and connectedness. 

Membership Coordinator Job Summary:

The Membership Coordinator is a full-time, onsite role and a key member of Chabot’s Development team. This position reports to the Director of Development and closely partners with all members of the Development and Marketing teams, working to ensure the highest quality membership experience and leading strategic campaigns to grow Chabot’s membership community. Key responsibilities include managing the existing membership pipeline, creating and disseminating member communications, coordinating member events and leveraging new opportunities to ensure ongoing member acquisition and retention. This individual will additionally collaborate with other team members to identify and help cultivate individual giving, legacy, major gift and corporate prospects within the membership pipeline.

This role requires an individual with exceptional people, project and data management skills, as well as the ability to develop and share compelling narratives, both verbally and in writing. Excellent customer service skills are required.

Duties/Responsibilities:

Program Strategy & Management Responsibilities

• Support the ongoing analysis of member benefits and programs, while maintaining a working knowledge of the most current practices in the field. Assist in developing evaluation metrics and reports.
• Help to build efficiency, automation and other improvements within Chabot’s Membership program and regularly benchmark against the Membership portion of the annual Development Plan.
• Manage Membership budget, monitoring expenses and revenue on a monthly basis.
• Conduct membership research, including member surveys, to evaluate member satisfaction and make data-driven decisions about the program.
• Plan and execute a regular cadence and variety of member events and special programs.
• Promote Membership onsite by recording daily membership announcements and ensuring that timely, campaign-specific messaging and QR codes are regularly refreshed in promotional signage, planetarium slides, and on the pi screens throughout the Center.
• Evaluate the need for and maintain inventory of branded membership incentives and printed membership collateral, such as brochures, gift certificates and passes, letterhead and envelopes, etc.
• Create and disseminate all member communications, campaigns and appeals, coordinating their scheduling with both Development and Marketing managers to appropriately modulate Chabot’s overall communications calendar and ensure consistency and alignment around messaging.
• Maintain expertise on all Membership information, including policies, events, communication calendars, community engagement opportunities, reporting data and more.

Customer Service & Training Responsibilities

• Ensure a world-class Member experience at Chabot by collaborating closely with Visitor Experience to establish continuity of service and information flow with back-of-house operations.
• Act as main point-of-contact for frontline staff for all inquiries and requests related to Membership.
• Develop and provide regular training and motivation for frontline staff to achieve shared membership goals and improve conversion rates.
• Lead cross-departmental membership training to further align all guest-facing teams with goals and priorities.
• Partner with Visitor Experience leadership to ensure that Membership check-in is always appropriately staffed during hours that Chabot is open to the public, including planning for high-volume periods.
• Check Membership email and phone lines on a daily basis, at minimum.
• Respond to and resolve all escalated inquiries, complaints and other Member-related customer service issues in a timely manner.
• Contribute to the development of talking points and response plans, as needed, for upcoming member events and programs.

Stewardship & Events Responsibilities

• Develop, schedule, and coordinate Members-only programs and events, including arranging food and beverage and managing other event logistics, as appropriate.
• Represent Chabot at exhibit openings, public programs and other events to help promote membership.
• Work with Donor Relations Coordinator to identify and steward donor prospects within membership base.
• Represent Chabot and promote membership in the community by tabling at community events, fairs, etc.
• Promote membership growth and community engagement by identifying, cultivating and stewarding relationships with community partners serving communities underrepresented in Chabot’s membership.

Administrative & Data Management Responsibilities

• Support the resolution of CRM issues, contacting internal support and/or software support as needed.
• Program Membership discounts and manage member ticketing for all relevant events and programs in collaboration with Programs and Events teams.
• Manage list generation for ongoing member communications, including newsletters, event invitations, renewal and acquisition campaigns, and all membership appeals.
• Help to maintain data integrity for member accounts, including tracking of communications, engagement, and event attendance.
• Manage complimentary memberships for Chabot staff and volunteers, regularly coordinating with Volunteer and HR Managers.
• Reconcile membership income with members of the Finance team on a monthly basis and provide timely reports to the Director of Development and Development Committee of the Board.
• Evaluate and co-manage Chabot’s donation program, building and communicating eligibility criteria, streamlining application process, and responding to and fulfilling requests for donations from schools and other nonprofits.
• Additional duties as assigned.

Required Skills/Abilities:

• Ability to work well in a team environment and collaborate effectively with both staff and volunteers.
• Excellent interpersonal and problem-solving skills, with the ability to create and manage organizational systems and tools.
• Strong written and verbal communication skills, with the ability to create compelling narratives for a variety of audiences.
• Ability to work independently, proactively, and to prioritize and manage multiple projects at once.
• Highly organized, detail oriented, and deadline driven.
• Knowledge of science, technology and education is helpful.
• Ability to exhibit tact and diplomacy and respect donor confidentiality.
• Flexibility to work evenings, weekends, and holidays as needed for events and programs.

Education and Experience:

• BA/BS degree or equivalent combination of education and work experience.
• Two or more years working in nonprofit Development or Membership.
• Demonstrated interest in science, astronomy, and STEAM education preferred.
• Proven track record in database and systems management.
• Excellent computer skills, including proficiency with Microsoft Office Suite, Constant Contact or the equivalent, and Altru or a comparable integrated CRM system.
• Experience dealing with volunteers and board members a plus.

Application Requirements:

• Please upload a copy of your Resume and Cover Letter.

Work Environment:

Must be committed to working in a diverse workforce with dignity and respect, appreciating unique backgrounds and experiences, and fostering an inclusive and welcoming environment for everyone.

Physical Requirements:

The physical requirements listed below are characteristic of those that must be met to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit, stand, and walk for extended periods of time.
• Ability to work at a desk/computer up to 85% of time.
• Ability to lift 25 pounds.
• Ability to work indoors in environmentally controlled conditions, or outdoors in seasonal temperatures.
• Ability to work in a sometimes loud and active environments for an extended period.
• Ability to work in crowded environments.

CHABOT IS AN EQUAL OPPORTUNITY EMPLOYER

Chabot is an Equal Opportunity Employer committed to diversity, equity, and inclusion. Our employees are people with differing strengths, experiences, and backgrounds who share a passion for bringing science to the full range of our community – sparking excitement about a universe of possibilities beyond our planet. Diversity not only includes race and gender identity but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one’s identity. All our employees’ points of view are key to our success, and inclusion is everyone’s responsibility.

Job Type: Full-time

Pay: $28.85 - $31.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person