Club Services Administrator

    • Job Tracking ID: 512291-645503
    • Job Location: San Francisco, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: August 20, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: July 9, 2018
    • Club House Name: Administrative Office
    • Job Status: Full Time
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Job Description:

PRIMARY FUNCTION:

Assists the VP of Club Services with administrative needs, which includes but is not limited to: scheduling meetings, running data reports, taking and sending meeting notes, coordinating special events for the Department, and managing our DCYF snack program partnership. This role will also be responsible for scheduling Citywide Youth Development Coordinators, supporting the implementation of organization-wide programs and city-wide events through the coordination of resources, and will be responsible for communicating Club challenges with our transportation vendors. Additionally, the Club Services Coordinator will support both the Vice President of Club Services and Senior Director of Club Services with occasional projects, as needed.

 

KEY ROLES (ESSENTIAL JOB RESPONSIBILITIES):

 

Administrative Support -65%

  • Schedule meetings and activities, and track appointments using G suite; prepare materials and ensure appropriate follow-up for all meetings
  • Provides administrative support to the Vice President and Senior Director of Club Services – scheduling and preparing for meetings, scanning, mailing, filing, answering phones, and responding to emails
  • Responsible for collecting and distributing information to Club and administrative staff members, parents and community partners
  • Assist Vice President of Club Services with Organization wide initiatives including ordering supplies, securing venues, contacting parents/guardians to communicate information,  and attending events when deemed necessary
  • Assist Senior Director of Club Services with the collection of program data and outcomes for use in coaching Clubhouse Directors
  • Track, weekly, and send a report to Senior Management all activities happening at Clubs over the weekend
  • Attend Senior Leadership meetings, when deemed necessary, to share pertinent Club Services information

 

 

Resource Management – 35%

  • Coordinates and manage day to day challenges with BGCSF’s transportation vendor to include; maintaining daily contact for a period of time until issue is resolved; communicating weekly to get status report on issue that may be impacting the partnership; sending VP of Club Services a weekly correspondence detailing progress and challenges with each Club
  • Work with the Development Department and members of the Citywide Team in implementing organization-wide programs and special events, including attending planning meetings, communicating any deadlines and expectations to the overall Club Services Team, and ensuring frequent checks and balances are in place for Clubs to keep them on track to achieving their participation goals 
  • Develop, maintain, and streamline organization-wide systems, such as travel arrangements for Club-wide conferences; ordering of Club-wide program supplies; that strengthen the Department’s connection to Program and Administrative Services  
  • Liaise with outside vendors and agencies to provide resources and opportunities to Club staff and youth

Experience and Skills:

SKILLS/ KNOWLEDGE REQUIRED:

 

  • Excellent oral and written communication skills with youth, staff, parents and community members
  • Experience with Microsoft Windows, Word, Excel, PowerPoint, Outlook, and Publisher required
  • Ability to establish priorities, work independently and proceed with objectives with limited supervision
  • Ability to organize for simplicity, efficiency, and clarity
  • Excellent time management skills, with the proven ability to manage multiple tasks and deadlines simultaneously
  • Exemplary organizational skills and attention to detail
  • Strong interpersonal and verbal communication skills
  • BA/BS from an accredited college/university, or equivalent work experience

 

SKILLS/ KNOWLEDGE PREFERRED:

 

  • Bilingual English/Spanish
  • Team player
  • Previous non-profit experience highly desired
  • Strong interest in the mission of the organization
  • Experience working in a professional office environment
  • Interest in youth development
  • Experience with database software

 

PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT:

 

  • Must be able to lift 15 lbs.
  • Must be able to stand for at least 1 hour
  • Must be able to sit at computer workstation for long time periods

 

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, not to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.