Membership Services Coordinator

The Heard Guild Membership Services Coordinator is appointed by the Guild President and solicits, accepts, and processes Guild memberships. In addition, the Coordinator, in conjunction with the Technology Committee, compiles and maintains a complete, accurate, and up-to-date record of Guild memberships.

The classifications of Guild membership are:

  • Active members whose dues are current.
  • Life members who have paid the amount designated.
  • Honorary membership is conferred for life by the Board of Directors in recognition of distinguished service in the Guild.

 The Coordinator:

  • Works closely with the Technology Committee person assigned to maintain the Membership Information computer service.
  • Works closely with the Awards Chair to prepare awards for presentation at the annual Guild Appreciation Dinner
  • Acknowledges by thank you note or other means, appreciation for the work done by the volunteers.
  • At the end of the year, reviews the content of the membership section of the Guild website to determine the accuracy and currency of the information pertaining to the work of the coordinator. Sends necessary changes to
  • At the end of the year, reviews the coordinator job description posted on the Guild website. Makes any necessary changes and sends to
  • Submits the annual Membership Report using the generic outline as a guide. These reports will be distributed to the incoming Coordinator (if applicable), the President, and the Secretary.


  • Prepare and submit a budget for the Guild Treasurer.
  • Promote Guild Membership through brochures, mailings, informational announcements, word-of-mouth advertising or other means.
  • Process membership applications and fees, and accept new membership applications and fees.
  • Order name tags for new members and replacements.
  • Record new member information.
  • Coordinate New Member Orientation sessions.
  • Mail letter of welcome and list of volunteer opportunities to each new member.
  • Maintain membership records. The Coordinator, through the Membership Information program and the assigned Technology Committee person, is responsible for maintaining accurate records on each Guild member. Each record should include member’s name, spouse’s name (if applicable), mailing address, e-mail address (if applicable), phone number(s), type of membership, date paid, and other information as directed. These records become part of the official Guild membership roster which is maintained, and updated as needed, by the designated Technology Committee person.
  • Oversee renewal notices and bills. The Technology Committee e-mails membership renewal notices. The renewal information is used to update membership records and the funds are received by the Guild Treasurer.

 Time Line

July – August

  • Submit a budget to the Guild Treasurer when requested.


  • Check that Shop, Information Desk, and all Las Guias are current Heard Museum and Guild members.

 September – March

  • Promote Guild membership.
  • Process new memberships.
  • Update member records as necessary.
  • Coordinate New Member Orientations as required.


  • E-mail renewal notices.
  • Write and submit Membership Services annual report.


The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.


September 2018, Judith Pykare, revised.