Administrative Coordinator

Are you naturally upbeat, smiling, and have a very engaging way of connecting with others? Are you also an experienced administrative professional who would enjoy working at a youth services nonprofit? If all of that sounds like you, we'd very much enjoy hearing from you! Boys & Girls Clubs of Northwest San Diego is seeking to fill our Administrative Coordinator position located at our Harper Clubhouse in Solana Beach!

TO APPLY, PLEASE SEND COVER LETTER AND RESUME!

Applications without a cover letter will NOT be considered.

This position is in-person and would be situated at the Front Desk of our Harper Clubhouse in Solana Beach. The Administrative Coordinator is the "face" of our organization (especially with members of the public who use our swimming pools), engaging with everyone who walks into the Clubhouse or calls our phone lines. While we can be slightly flexible with work hours, the Administrative Coordinator's hours will be Monday- Friday, typically 8:30am- 5pm (with 30-minute lunch break) or 9am- 5:30pm (with 30-minute lunch break).

The Administrative Coordinator needs to be able to execute on multiple projects at the same time, while simultaneously smiling and providing amazing customer service to all individuals who enter the Clubhouse, and support our various project needs of the Harper Clubhouse leadership.

For more information about our organization, please go to https://bgcgreatertogether.org/.

Besides a great team to work alongside and a fun, uplifting culture, we also provide an AMAZING BENEFITS PACKAGE for this full-time role- a waiting period of 30 days then 1st of the next month for: Medical, dental, vision, life insurance, Employee Assistance Program, Long-Term Disability, Flexible Spending Account, Voluntary Supplemental Insurance (Aflac), 13 paid Holidays, 10 days accrued vacation over 12 months, sick time, legal services, Identity Theft monitoring, and Pet Care Insurance! Also, 401k is available after 1 year, with an employer match at 100% up to 5%!!

We live out the Core Values of *Grit, Growth (Mindset), Respect, Accountability, Teamwork, and Integrity* as we pursue our mission of inspiring, developing, and enriching young people to reach their fullest potential as confident, responsible, caring members of society. In support of this mission, and under the direction of the Executive Assistant & Board Liaison, the Administrative Coordinator is a key person on our team who emanates the best of who we are, greeting everyone as they enter the lobby, and assisting in taking care of whatever needs they may have.

Here are the details of the major responsibilities for the role of Administrative Coordinator:

Administrative

• Answers telephones, providing general information, referring callers to other appropriate Department Programs administrative staff or taking messages as necessary. Answer phone calls and direct callers to appropriate program extension or direct program phone line.
• Keep current and update Front Desk Manual and the Administrative Training Manual- which includes coordination with Aquatics members, deposit reconciliations, EZ Facility instructions, EZ Facility POS System, Program and Department Deposits, website overview, registration and program lobby board, and responsibly administrative voicemail instructions.
• Partner with the Aquatics department by monitoring when needed incoming pay-to-swim patrons to ensure their paycards have sufficient credits for swimming that day.
• Maintain the safety, security and appearance of the front desk.
• Coordinate with the HR/Payroll Assistant in printing up year-round staff Work Anniversary Certificates at the end of each month in preparation for next month’s awardees.
• Place office supply orders for Harper Clubhouse. Maintain a clean, safe, fully-stocked and well-organized copier and supply room.
• Sorting and distributing mail. Coordinate mail flow in and out of office.
• Front lobby office reception, including greeting guests, answering phones, handling company inquiries.
• Perform other administrative duties such as filing, photocopying, and collating.
• Oversee the photocopier meter reading to Sharp.

Club Experience and Safety

• Maintain and ensure an organized and clean appearance of the lobby front desk area at all times.
• Maintain a positive culture and setting that insures the physical and emotional safety of members and staff.
• Handle guests’ questions and concerns professionally and courteously.
• Serve visitors by greeting, welcoming, directing and announcing them appropriately.
• Answer, screen and forward any incoming phone calls while providing basic information when needed.
• Maintain security by following procedures and controlling access.
• Locking up front desk drawer, putting away front desk laptop.

Leadership

• Participate in staff meetings and trainings.
• Responsible for Leadership Team Newsletter with program updates.
• Update BGC Calendar on Outlook: Maintains master schedule of Club activities and events on BGC Calendar
• Staff and Board Birthday cards on monthly basis.

Program Support and Reporting

• Log and properly code incoming checks and complete remote deposit sheets.
• Perform basic bookkeeping.
• Weekly deposit reconciliation from EZ, Trax and Team Unify and email weekly deposits to Clubhouse Directors.
• CEO credit card reconciliations.
• Ensure and process fee payments for Aquatics and Fitness Center patrons.
• Assist with BGCA Annual Report and Annual mailer stuffing, sealing, stamping.
• Keep promotional materials up to date in various locations around the Clubhouse.
• Support Programs by acting as a fill-in Driver as needed for the Harper/La Colonia Clubhouses.

All other duties as assigned.

Minimum Qualifications

Education

High School Diploma, or GED Equivalent

Experience

• Two years’ directly-related work experience in administrative support or similar role.
• Non-profit organization experience highly desirable.
• Combination of education and related experience applicable.

Knowledge, skills and ability

• Knowledge and competent use of computers and related software applications is required with the ability to learn specific computer programs as needed. (MS Office including Word, Excel, Outlook) (EZ, Team Unify and Traxs software helpful).
• Provide excellent customer service.
• Communicate effectively with youth, parents, staff, and volunteers.
• Strong oral and written communication skills in interactions with coworkers, supervisors, and the general public; in person, over the phone, and via e-mail.
• Strong organizational/time management skills and detail-oriented with the ability to work unsupervised and to be a self-motivated problem-solver.
• Ability to maintain confidentiality.
• Demonstrate a keen understanding of the Club’s philosophy, mission and goals.
• Understand and uphold organizational policies and procedures.
• A strong desire and ability to assist in recruitment, training, supervision, and motivation of staff.
• Must have or be able to obtain a valid CA driver’s license and insurable driving record to drive Boys & Girls Clubs of Northwest San Diego vehicles.
• Must have or be available to obtain CPR and First Aid certification (will train).
• Successful completion of pre-employment drug screening and background clearance.

Boys & Girls Clubs of Northwest San Diego County is an equal employment opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, or any other characteristic protected by law.

Pay: $20.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Application Question(s)

• Are you submitting a Cover Letter with your Resume? Please do NOT do "easy", one-click application as it will not include a cover letter. Applicants who do not submit a cover letter will not be considered.
• Are you local to San Diego? Since this role is in-person, we are only considering local applicants at this time.
• Can you reliably work the hours of this position- Mon-Fri, eight hours a day- typically 8:30am- 5pm or 9am- 5:30pm?

Experience

• working at a youth services nonprofit: 1 year (Preferred)
• front lobby/highly public-facing administrative role: 2 years (Preferred)

Work Location: In person