Member Services Team Responsibilities

These positions report to the Director of Member Services.

Director or Co-Director of Membership

Reports To

The Director or Co-Director of Membership will report to President of the Mississauga Camera Club

Job Overview

Work with and support membership volunteers across key club activities while helping ensure members have a positive and welcoming club experience. Gather member feedback, help address questions or concerns, and identify opportunities to promote the club and welcome new members.

Responsibilities and Duties

  • Support membership volunteers in registration, refreshments, workshops, outings, special interest groups, and marketing, including providing backup support as needed. <\li>
  • Work with other volunteers and teams to share resources, improve how activities run, and address concerns.
  • Work with the Communications team to help promote club activities and membership.
  • Gather member feedback to guide club offerings and improvements.
  • Encourage members to get involved as volunteers when help is needed.
  • Help share the value of the club and welcome new members.
  • Welcome new members, check in with them, and gather feedback about their experience.
  • Recommend membership and workshop rates.
  • Approve workshop bookings.
  • Attend executive meetings and contribute to decisions about club business.

Skills Required

  • Written and oral communications
  • Creative and strategic thinker
  • Organized and detail oriented
  • Effective problem-solving abilities

 

Membership Database Coordinator

Reports To

The Membership Database Coordinator will report to the Director of Membership

 

Job Overview

The Membership Database Coordinator will work closely with the Membership Team Leader to record data from New Applications and from the Renewal Forms.

 

Responsibilities and Duties

  • Maintaining and updating member information on the Membership database.
  • Working with the Database Print Team to print nametags and membership cards.
  • Distributing updated membership and volunteer lists (Excel spreadsheets) to various team leaders.
  • Working with the Constant Contact communications team to ensure the club email list is up-to-date.
  • Co-coordinating with the Treasurer to ensure the proper recording of membership revenue.
  • Providing monthly membership statistics reports to the Executive.
  • Making recommendations to the Executive on membership policies.

Skills Required

  • Organizational skills
  • Strong database computer skills
  • Problem Solving skills

Membership Registrar

Reports To

Director of Membership

Job Overview

The Membership Registrar works closely with the Database Coordinator and Director of Membership to record data from New Applications and Renewal Forms. Approximate time required:

  • Jun (preparing for renewal process to open):   10 hours
  • Jul and Aug (responding to renewal and new member emails: 30 hours a month max
  • Sep (more new members):  10 hours
  • Oct – Mar: 4 hours a month max

Responsibilities and Duties

  • Respond to email queries from potential new members.
  • Process new memberships and renewals including sending a welcome email.
  • Work with the Director of Membership on updates to registration forms at the end of each season.
  • Make recommendations to the Executive on Membership issues.

Skills Required

  • Organizations skills
  • Familiarity with Word
  • Problem solving
  • Sociable

 

Welcome Desk and Guest Registration Team

Provides an inviting welcome to in-person meetings. Team 

Reports To

Director of Membership

Job Overview

This team consists of one coordinator and three greeters. It oversees Welcome Desk coverage, maintains member name tags and display boxes, and responds to guest inquiries.

  • Schedule two to three volunteers to set out name tags before in-person meetings, greet members and guests on arrival, and collect name tags at the end of the evening.
  • Record and receive guest payments, then forward them to the Treasurer.
  • Respond to email inquiries from guests attending meetings.
  • Update member name tags at the start of each new season.
  • Prepare name tags for new members.

Responsibilities and Duties

  • Respond to email queries from potential new members.
  • Process new memberships and renewals including sending a welcome email.
  • Work with the Director of Membership on updates to registration forms at the end of each season.
  • Make recommendations to the Executive on Membership issues.

Skills Required

  • Strong organizational skills
  • Friendly and approachable manner
  • Problem-solving skills

 

New Member and Guest Buddy Team

Reports To

Director of Membership

Job Overview

The New Member and Guest Buddy Team helps new members and guests feel welcome and comfortable during their first meetings. The role does not requires any additional time commitment before, during, and after in-person meetings.

Responsibilities and Duties

  • Welcome and connect with new members or guests at in-person meetings.
  • Learn about their interests and introduce them to members with similar interests.
  • Share key information about the club using the provided cheat sheet.
  • Send a follow-up email to answer questions and maintain engagement.

Skills Required

  • Friendly and approachable manner
  • Strong scheduling skills
  • Effective problem-solving abilities

 

Marketing

Reports To

Director of Membership

Job Overview

Promote the club’s activities and presence in the community. This role supports membership awareness by sharing meeting details with local publications, helping identify community partnership opportunities, coordinating with social media volunteers, and gathering photos or stories from club activities. This is a collaborative role that offers flexibility and is well suited to someone who enjoys connecting with others, sharing information, and helping the club reach new and existing members.

Responsibilities and Duties

  • Share meeting details with local publications so club events can appear in community calendars.
  • Help identify local organizations, groups, and businesses that may offer partnership or promotion opportunities.
  • Coordinate with social media volunteers to plan seasonal content and support a manageable posting schedule.
  • Gather photos, stories, and updates from club activities, outings, SIGs, and events.
  • Collaborate with Communications to help keep website content current and engaging.

Skills Required

  • Communication
  • Organization
  • Collaboration
  • Relationship-building

 

Workshop Coordinator

Workshops are a valuable part of the club offering. They provide deeper learning opportunities, usually in-person in small groups.  Team 

Reports To

Director of Membership

Job Overview

Help plan and coordinate member-led workshops with the Director of Membership, workshop leaders, and volunteers.

Responsibilities and Duties

  • Gather workshop ideas from members and the Director of Membership.
  • Work with workshop leaders to confirm details, resources, and dates.
  • Share workshop information with Communications and Finance for promotion and registration.
  • Track registrations and confirm attendance.
  • Check in with workshop leaders and volunteers before the workshop.
  • Send a short follow-up survey to gather participant feedback.

Skills Required

  • Friendly communication
  • Organization and attention to detail
  • Willingness to help and solve small issues

 

Outings Coordinator

Outings are a valuable part of the club offering, greatly enhancing the member experience with opportunities for hands on practice with fellow members. It provides for informal learning and relationship building.  Team 

Reports To

Director of Membership

Job Overview

Plan and coordinate member-led Outings.

Responsibilities and Duties

  • Gather outing ideas from members and the Director of Membership.
  • Work with member leaders to confirm details and establish a date.
  • Share outing information with Communications and Finance (if there is a cost) for promotion and registration.
  • Track registrations and confirm attendance.
  • Check in with leader and participants ahead of outing with an e-mail.
  • Arrange for photos to be shared after event.

Skills Required

  • Friendly communication
  • Organization and attention to detail
  • Willingness to help and solve small issues

 

Refreshments

Reports To

Director of Membership

Job Overview

Purchase and put out refreshments and snacks for the in-person meetings throughout the season.

Responsibilities and Duties

  • Purchase and store snacks and refreshments in preparation for in-person meetings.
  • Bring refreshments to meetings and set up for break. Put supplies away after the meeting. Clean the coffee urn.
  • Keep purchases within the agreed budget. Make budget recommendations to the executive team.

Skills Required

  • Organizations skills
  • Problem solving

 

Special Interest Group Leader or Co-Leader

Reports To

Director of Membership

Job Overview

Help plan and coordinate a member-led special interest group. The leaders are facilitators responsible for guiding the process and may or may not have subject matter expertise. Participants usually share presentation responsibilities according to their areas of expertise.

Responsibilities and Duties

  • Set up the monthly meetings in Zoom. Check that the Communication team has these meetings in the club calendar.
  • Accept registration requests from members who wish to participate and maintain an email mailing list of participants. Send communications and reminders to participants.
  • Plan the meeting content, usually with the input of the participating members, at the end of or beginning of each season.
  • Start the zoom meetings ahead of the meeting time and facilitate discussion.
  • Collaborate with the Director of Membership and Communications to promote the group.

Skills Required

  • Friendly and active communication skills
  • Structure and time management
  • Intervention and pivot skills