Administrative Assistant

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’s primary role is to provide administrative support to the Clubhouse Director and Clubhouse Assistant Director as assigned, primarily focusing on the management of attendance and program data and management of the front desk operation.

This position is full-time supporting our Don Fisher Clubhouse, Sunnydale Clubhouse, or Columbia Park Clubhouse.

Key Responsibilities

Data Management - 40%

• Manage data entry of member, attendance, and volunteer and teen work experience hours in the database system.
• Maintain data accurately and according to prescribed standards and guidelines, including troubleshooting entry errors and reporting on information by deadlines.
• Establish systems to ensure staff provide consistently accurate data in a timely fashion, including 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 BGCSF, 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

• 2-5 years of equivalent experience.
• Customer Service experience - must be extremely professional and able to resolve all minor conflicts.
• Experience with database software such as Microsoft Excel.
• Ability to work in a fast-paced environment.

Preferred Skills

• Red Cross First Aid/CPR certification or within 90 days of employment.
• 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 purposes.

Physical Requirements

• Must be able to lift 25 lbs.
• Must be able to stand for at least 2 hours consecutively.
• Must be able to sit at a computer workstation for long time periods.

Compensation and Benefits

• 401K + 7% Employer Contribution After One Year of Service
• Employee Assistance Program: In-Person Counseling + 24/7 Confidential Mental Health Support
• Education Assistance
• Pre-tax Transportation Savings Account
• Flexible Spending Account
• Lifestyle Spending Account
• Paid Time Off + Paid Holidays
• Mandatory summer + winter Weeklong Organization-wide Closures
• Professional Development Opportunities

Pay

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and depend on the circumstances for each position. A reasonable estimate of the current range is $22.00 to $24.00 per hour.

Disclaimer

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. The organization has the discretion to relocate/reassign a person, as needed.