Specialist Business Support

Overview

 

 

Boys & Girls Clubs of America named "One of the Best Nonprofits to Work for in 2017, 2018 and 2019" Indeed.com

 

Boys & Girls Clubs of America is the nation's premier youth development organization. Our programs, training and services impact nearly 4 million children and teens every year. We are always looking for qualified professionals with a passion for improving young lives, as a member of our national staff.  We have strong values, embrace diversity and offer great benefits to allow our employees to maintain work/life balance.

 

LOCATION: This position is onsite, office-based in Atlanta, GA (hybrid model - 3 days remote / 2 days in office- Tuesday & Wednesday)

 

The Business Support Specialist will provide business support for BGCA’s Field Operations Team of field facing staff through grants management, financial management, event logistics and special projects.

Responsibilities

ESSENTIAL FUNCTIONS• Serves as designated point of contact for local Clubs and BGCA staff, providing preliminary technical assistance, services, products, referrals, and other requested information on behalf of Boys & Girls Clubs of America.• Provides support for BGCA’s National, Keystone and Regional Conferences and other Field Operations learning events.• Assists with contract management across the Field Operations department.• Follow ups with all requests and inquiries to ensure questions are answered and problems are resolved effectively and in a timely manner.• Assists other staff as requested within Smartsheet project management tool, adhering to specified deadlines and making necessary updates.• Special projects/initiatives as directed by Vice Presidents and Directors in Field Ops.• Club membership and program chartering and site status change follow-up.• Utilizes systems connecting Clubs to BGCA, referring to intranets and adhering to departmental protocol and processes. • Processes BGCA National Service Recognition Program Awards. • Maintains automated Club staff requisition process (iCMS) and postings of Club CEO vacancy requisitions.• Serves as point of contact to local Clubs to ensure effective execution of various grant funds, with responsibility for administrative functions associated with grant administration services to local Clubs. Utilize approved Letters of Agreement templates to track data for pass-through funding reports If assigned, serve as point of contact to local Clubs to ensure questions are answered or issues are resolved timely in regards to payments from or to BGCA.• Acts as financial liaison on various Business Support, Finance & Events projects to ensure team adheres to Field Operations’ financial stewardship goals Provide support to include setting up spreadsheets, graphics, layout and pagination, forms, mass communications, and data entry on Insight database system.• Troubleshoots coding or other COUPA issues with Financial Services. • Ensures vendor W9s, address changes, & other invoice/LOA payment-related issues are processed timely. • Invoice/LOA payment tracking via use of project management tool to ensure timely payments to vendors & Clubs.• Assists Business Intelligence team with data requests as needed.• Develops and manages small scale events and meetings for internal staff and for external members of BGCA cohort groups / task forces.• In partnership with the Sr. Director, YD Operations & under the direction of the Director, Business Support, Finance & Events, assist in the Field Operations’ LOA process.• Serves as designated point of contact for Accounts Payable and Accounts Receivable for Field Operations’ financial needs.• Provides financial support for BGCA’s National, Keystone and Regional Conferences and other Field Operations learning events.• Assists with post-conference reporting within designated timeframe.• Travels to on-site location to manage registration for meetings as needed based on Tier level. • Leads completion of administrative duties for assigned Conferences & Learning Events including; hotel and vendor contracts, invoices and summarizing hotel proposal.• Assists with Conferences and Learning events registration as directed by supervisor.• Develops tools to track success and best practices; providing comprehensive reports to key departmental stakeholders.• Serves as cross-functional team member in collaboration for BGCA learning events.• Creates monthly reports for Field Operations management team and as needed; including goal performance and project status.• Builds and maintains relationships with local hotels with the purpose of negotiating hotel services that benefit BGCA.• Develops, implements and communicates policies regarding booking hotels and events to improve processes and retain integrity of data associated. • Assists with reconciliations for eve