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Job Description Summary
The Business & Member Services Assistant coordinates a comprehensive membership program with the goal of increasing membership and membership retention. The position supports the Financial Operations Manager in the fiscal oversight of the department and manages the day-to-day operations of the Campus Recreation administrative office.
Coordinate a comprehensive member program along with the Financial Operations Manager to increase new memberships and retain existing members.
Develop and implement a targeted membership marketing plan in collaboration with the Marketing Coordinator. Partner with Campus Recreation colleagues to target market and cross promote member services.
Coordinate and participate in initiatives to promote memberships and services, including new employee and student orientations, resource fairs, and tabling events.
Perform membership and program registration sales using Fusion member management software.
Serve as primary point of contact for complex and escalated member services issues and conduct prompt follow-up with members and guests.
Responsible for the interpretation of policies and procedures governing member services.
Produce area monthly, quarterly and annual membership reports.
Provides outreach and follow-up to members as needed to increase member retention.
Support the Financial Operations Manager in fiscal oversight of the department.
Assist with monitoring budgets for applicable financial transactions.
Work with Financial Operations Manager to develop and forecast annual budgets. Assist in tracking and accounting for purchases.
Perform reconciliations for applicable financial transactions such as online sales, membership reconciliations, retail inventory and sales, massage therapy, payroll deduction and sales tax collected.
Manage daily cash handling operations and ensures all staff handling cash has appropriate training to include PCI and PII compliance.
Order inventory while operating within budgeted guidelines.
Perform monthly petty cash reconciliation for cash fund(s).
Process expenditures and reimbursements in Workday on behalf of the Executive Director, Campus Fitness and Recreation.
Process appropriate departmental requisitions, purchase orders, invoices, and journal entries within Workday.
Manage the day-to-day operations of the Campus Recreation administrative office.
Maintain a pleasant and professional manner, greets and directs visitors; manages phone calls, responds to questions and requests for information or refers to appropriate individuals.
Receive, sort, and distribute incoming mail and packages.
Maintain office supply inventory, completes on and off-campus departmental errands and monitor and maintain office equipment, including printers, fax, copier, computers, phones, and contacts service personnel when needed.
Organize and coordinate department events and meetings including room reservations, agendas, sending electronic invitations, catering, etc.
Assist with facility reservations using EMS software.
Oversee Campus Recreation van fleet including reservations and collection of related rental fees.
Manage communications including but not limited to emails, letters, postcards and other print materials on behalf of the Executive Director, Campus Recreation and Fitness.
Manage calendar and assists in coordinating schedule and travel arrangements for the Executive Director, Campus Recreation.
Maintain departmental operations calendar, staff meeting agendas, staff directories, and records minutes at staff meetings.
Coordinate monthly Wellbeing Center retiree event to include marketing, communications, catering, guest speakers and attendance.
Assist with special projects, collection of evaluation and assessment data, and performs other duties as assigned to improve efficiency and increase productivity of department functions.
Required Education, Knowledge, Skills, Abilities:
Associates degree or at least 2 years of relevant professional experience.
Excellent interpersonal skills, customer focused with the ability to project a collaborative and inclusive environment.
Ability to become proficient with Fusion member management software particularly as it relates to memberships, business operations, point of sale, budget tracking and assessment.
Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion.
Requires full working knowledge of general office practices and procedures.
Knowledge and proficiency in Microsoft Office applications, and experience in effectively creating documents, reports, presentations, forms, and print materials. Proficient with relevant software applications including MS Office, Internet and email.
Ability to address multiple tasks effectively, handle frequent interruptions, and accurately prioritize and organize flow of tasks in a detailed fashion, following procedure with minimal supervision.
A flexible approach to the working environment is essential as some weekend and evening work may be required.
Self-motivated and committed to continuous improvement and operational efficiencies.
Experience with cash handling and point of sale software.
Works with minimal supervision, reports to Financial Operations Manager.
Work requires contact with department and University staff, students, visitors, and vendors.
Gathers, analyzes, and edits information for various operational projects.
Solves problems associated with general office management and customer service.
** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.
Additional Job Description
Time Type Requirement
Full time Note to Applicant:
This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.
Offering the personal attention of a small liberal arts college, coupled with the breadth and global relevancy of a leading research institution, Wake Forest claims the distinction of being the nation's premier collegiate university. Wake Forest is consistently ranked among the top 30 universities in the nation. Our mission is to educate the whole person, graduating students who seek purpose-filled lives while building a community dedicated to serving humanity in the spirit of our motto, Pro Humanitate.