Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a Membership Assistant. This position is an integral part of a small team that values communication and collective problem-solving. The Membership Assistant provides essential administrative support to the membership department and is also responsible for providing customer service support to members. This is an excellent opportunity for someone who enjoys managing a mixture of time-sensitive independent tasks, problem solving, and providing excellent customer service.
The ideal candidate will also possess excellent written and verbal communication skills, outstanding customer service skills, and a commitment to promoting an inclusive and collaborative workplace across the organization. This person will be detail-oriented, able to shift quickly between projects and priorities, and exemplify professionalism and courtesy.
This position reports to the Senior Membership Manager and will work from either our remote office, located off the Sylvan exit off Highway 26, or the Membership Center located in the Garden. This is a full-time, on-site position with a regular schedule of Tuesday through Saturday. Remote or hybrid work is not available for this role.
Primary Duties
Membership Administrative Support and Database Administration
- Review and process all membership contributions made daily online, including gifted memberships, ticket(s) to membership conversions, and membership gift cards
- Review and process contributions made daily at the Welcome Center, Concierge Office, and Gift Shop
- Process Evergreen membership contributions twice a month
- Review Customer Service Issues daily related to Fulfillment, Member requests, and Front of House
- Pull and merge membership data from the CRM; review lists for accuracy, formatting, and segmentation; and coordinate with external vendor for printing and mailing of membership acknowledgement letters and membership cards and as requested
- Coordinate with Senior Membership Manager to update acknowledgement letters and emails quarterly
- Track fulfillment materials inventory and notify the Senior Membership Manager to place orders
- Process and record membership benefits related to fulfillment in the CRM and mailings
- Process and maintain contact information and member updates in the CRM, including managing returned mail
- Reviews and processes duplicate membership accounts
- Submit in-house metered mail monthly postage expenses summary to Finance
- Assist with membership events, including printing name tags, event check-in, setup, and take down or other duties as assigned by the Membership Experience Coordinator
- Provide administrative support for membership appeals, membership communication, and events as needed
- Process new and renewed staff memberships annually; create and distribute staff membership cards
- Record Membership Exchange Portion tracking annually in coordination with Development and submit to Finance
Member Services and Sales
- Staff the Membership Center on-site Wednesday through Saturday, serving as the primary contact and providing in-person support to members and visitors
- Maintain deep knowledge of all membership levels, benefits, and organizational programs to effectively communicate value to potential members
- Serve as a department contact for telephone, email and in-person inquiries, providing timely, courteous, and excellent customer service to current and prospective members
- Collaborate with Visitor Relations and Development teams to ensure a consistent and welcoming experience for members
- Other duties as assigned
Other Responsibilities
- Familiarize oneself with the organization and the Employee Handbook
- Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
- Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
- Maintain a high level of professionalism in manner and appearance
- Adhere to Garden Dress Code (business casual)
Qualifications
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
- At least 1-2 years of experience in membership services and/or front-of-house experience in a visitor-serving nonprofit or similar experience in customer service, hospitality, or retail, preferably
- Proven organizational skills and ability to manage multiple projects with accuracy and efficiency, within varying timelines
- Excellent customer service skills
- Strong attention to detail and data accuracy
- Ability to learn and work with a CRM and/or Point-of-Sale Systems (experience with Tessitura is a plus)
- Proficient in Microsoft Office Suite
- Ability to work independently and take initiative
Special Requirements
- Must be able to remain in a stationary position for several hours
- Must be able to work effectively in a shared office environment
- Must have reliable transportation, proof of insurance, valid driver’s license, and clean DMV record for travel between organization locations
- Must be willing and able to occasionally travel between the administrative office and Portland Japanese Garden
- Must be available to work at least one weekend day, some scheduled holidays, and occasional evenings for scheduled events
Compensation & Schedule
- Wage: $20.50 – $21.00/hour, depending on experience
- This is a full-time, hourly position with approximately 40 hours per week
- Shifts are typically 8 hours (plus ½ hour lunch), Tuesday through Saturday
- Occasional evening, holiday, and/or weekend work are required
- Benefits:
- health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
- 401k plan (after 6 months, with 4% employer match after 1 year)
- flexible spending accounts for medical and dependent care expenses
- paid time off:
- vacation: 2 weeks per calendar year to start, with regular increases
- wellness: 10 days per calendar year
- holidays: 10 holidays per year
- free access to the Employee Assistance Program (EAP)
Applications
To apply, please submit a resume, cover letter, and three work-related references. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.
All submitted applications will be held in confidence.
We encourage all potential applicants to watch our video entitled “Come to Understand: Welcome to Portland Japanese Garden” (5:56 minutes).
More Info
https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=6872308
Salary
$20.50 - $21.00/hour, depending on experience
Location
Portland, OR
Commitment
fulltime