About the role
Description
Essential Duties
- Data Management: Accountable for daily operations of data management systems, with specific responsibility for membership information oversight
- Serve as a primary data resource for branch operations staff
- Act as internal data auditor to ensure accuracy and compliance with operational processes for all applicable data systems
- Grant Support: Provide support for the completion of branch grant objectives related to reporting or data-specific activities
- Coordinate with branch leadership to ensure all grant reporting is completed on time and accurately
Administrative Duties
- Completes a broad variety of administrative tasks including answering the phone; managing calendar appointments; completing reports; filing, copying, scanning, composing, and preparing correspondence; compiling documents for meetings and training; data entry, running reports, making purchases, and all other related administrative duties as assigned
- Complete all administrative duties with accuracy and by deadline
- Communicate with branch leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
- Operations Support: Provide support to all branch operation functions as needed
- Work in conjunction with other internal departments to identify, communicate, and resolve operational issues
- Customer Service: Act as the primary initial point of branch contact for all persons entering or calling the facility during program hours
- Build strong, positive relationships with youth, parents/families, and community stakeholders through high-quality customer service practices
- Administrative Compliance: Complete all required reports and administrative duties on time
- Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
- Comply with all administrative policies and procedures, processes, and controls
- Accountable for accurate and timely paperwork, reports, and data entry
- Accountable for utilizing all BGCGTC communication tools regularly and effectively
- Facility & Safety: Provide primary safety oversight for the daily check-in / out process of youth and visitors
- Manage the vestibule area of the branch facility (where applicable) to ensure all activities align with the organization’s standard safety procedures for this area
- Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
- Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
- Accountable for reporting incidents and completing documentation within the required timeline
- Relationships: Be a positive role model
- Maintain emotional control and make good decisions under pressure
- Represent the Boys & Girls Club in a positive manner
- Attendance: Regular attendance is required; arrive on time, work required hours/shift, and leave at the scheduled time
Requirements
Education and Work Experience Requirements
- High School diploma or equivalent; some college preferred
- Two years of responsible administrative experience with demonstrated ability to perform duties
- Minimum Qualifications Requirements: Ability to work regular business hours
- Ability to accurately handle multiple tasks simultaneously with accuracy
- Ability to build rapport and relationships
- Ability to work well with all levels of internal management and staff
- Ability to work well with external stakeholders
- Ability to maintain confidentiality at all times
- Ability to think critically and logically
- Effective oral and written communication skills
- Efficient typing skills and administrative skills
- Ability to be detail-oriented and efficient
Excellent customer service skills
- Excellent problem-solving skills and possess good judgment
- Excellent phone and email etiquette
- Advanced organizational and planning skills
- Knowledge of database systems and ability to perform data entry
Experience with Google Suite and Microsoft Office
- Must be able to pass agency background screens and drug screens at any time
- Must have reliable transportation, liability insurance, satisfactory driving record, and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties
- Preferred Qualifications: Bilingual
- Advanced technical understanding and experience with computer technology and software programs, particularly Google.
- Advanced ability to create spreadsheets using formulas
Customer service experience
Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage