Administrative Assistant/Program Leader

Description

Job Title: Administrative Assistant/Program Leader  

Location:  San Francisco Community School-Based Site

Budgeted Hours: 2080

Reports to:  Site Director 

Since 1891, Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential. We are nationally recognized for the high-quality of our programs and comprehensive approach to serving youth. Whether you’re joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you’ll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

Position Purpose

Under the direct supervision of the Clubhouse Director, the Administrative Assistant/Program Leader  primary role is to provide administrative support to the Clubhouse Director and Assistant Clubhouse Director as assigned, primarily focusing on management of attendance and program data and management of the front desk operation. 

This position is full-time 40 hours weekly.

Key Responsibilities

Data Management - 40%

• Manage data entry of member, attendance, and volunteer and teen work experience hours in database system. 
• Maintain data accurately and according to prescribed standards and guidelines, including troubleshooting errors in entries and reporting on information by deadlines.
• Establish systems to ensure staff provide consistently accurate data in a timely fashion, including clearly communicating expectations.
• Sustain open lines of communication with supervisor and staff regarding areas for improvement, updates to existing systems, and requests for support.

Front Desk Management -30 %

• Responsible for managing the front desk area and the Club’s main office.
• Answering phone calls, retrieving voicemails, responding to emails and working directly with parents. 
• Greet arriving members, volunteers, and visitors, making them all feel welcome.
• 'Hold the line' at the front desk, ensuring members have their cards, volunteers and guests are registered, parents wait at the front area, etc.
• Manage membership fees and conduct some parent orientations.
• Responsible for keeping the front lobby clean and organized - with current BGCSF Marketing Materials’ displayed.
• Provide parent orientations and give tours (*at most Clubs) - Parent/Family/New Member Orientations. 
• Manage flow of traffic in the lobby area of Club - ensuring club member safety at all times.

Administrative Support - 30%

• Manage Clubhouse Director’s calendar, direct phone calls, and email requests.
• Prepare for Clubhouse staff meetings and off-site meetings.
• Create documents, facilitate communication within the staff team, to the rest of BCGSF, with community partners and parents, etc.
• Compile Clubhouse monthly report.
• Responsible for making sure that all administrative tasks are completed accurately and on time.

Requirements

Required Skills

• Four-year degree from an accredited college or university, or 2- 5 years of equivalent experience.
• Data entry experience.
• Customer Service experience- must be extremely professional and able to resolve all minor conflicts.
• Experience with database software such as Microsoft Excel.
• Must have organizational skills- especially a strong attention to detail.
• Ability to work in a fast-paced environment.
• Red Cross First Aid/CPR certification or within 90 days of employment.

Preferred Skills

• Language Skills: Bilingual Spanish. 
• Strong behavior management skills with youth.
• Strong communication skills with kids, staff, parents and community members.
• Strong verbal and written communication skills.
• Ability to multi-task and demonstrate good follow through skills.
• Strong ability to follow systems and procedures.
• Ability to use computer software such as Adobe Publisher and Photoshop to design Club specific flyers for recruitment and promotional