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Administrative Assistant

2 months ago

Boston, United States Boys & Girls Clubs of Boston Full time

Essential Duties and Responsibilities:

The information below covers the role requirements, expected candidate experience, and accompanying qualifications. Membership

Assist in membership registration and renewals processes as directed by the Membership Director in consultation with the Executive and Development Assistant. Ensure this information is properly stored in the membership database. Ensure individual member paper-based materials are stored in a secure location.

Notify Membership Director when membership is due to expire and perform appropriate outreach to insure renewal.

Ensure that all members entering the building are signing in and that attendance information is properly stored in the membership database.

Provide accurate and up-to-date program, activity and event information for all persons inquiring at the membership desk, on the Parent Bulletin Board, and over the telephone.

Assist Director with new member/parent orientation sessions. Ensure parents receive BGCB’s Parent Handbook/Guidelines.

Assist in the monitoring of traffic in the lobby area and prevent loitering of club members. Assist in the supervision and discipline of members in the lobby area as well as throughout the clubhouse as deemed appropriate.

Receive and transfer all in-coming telephone calls to the club; take accurate messages when necessary.

Secure, maintain and maintain materials, equipment and other resources belonging to the program area(s). Maintain a safe and clean program area.

Participate in individual and group supervision sessions; participate in professional development opportunities as appropriate.

Assessing our impact is critical to our work. All staff is expected to participate in various evaluation efforts throughout each program year, including the annual member survey.

Travel between sites and to activities as needed.

Other related duties as specified by the Executive Director in consultation with the Membership Director and the Executive and Development Assistant.

Management/Operations

Serve as the Club logistics liaison and coordinator for community space rentals and special event.

Coordinate logistics for club programming, special events, and space rentals.

Process all space rentals.

Ensure required paperwork is complete/submitted to the Executive Director for approval and scheduling.

Ensure all rentals are adequately documented and staffed.

Process and track space rental fees.

Maintain calendar for club programming, special events, and space rentals.

Work closely with renters on ancillary needs.

Maintain the Club’s inventory of special events supplies.

Maintain contact list for special events vendors, contractors, and suppliers.

Capture building usage data.

Work with the Executive and Development Assistant to coordinate field trip admissions and transportation.

Support alumni relations initiatives by maintaining an alumni database.

Other related duties as specified by the Executive Director in consultation with the Membership Director and the Executive and Development Assistant.

Attend meetings and events are required by the Executive Director.

General BGCB Expectations :

Healthy Behavior Modeling – Teaching youth/teens the importance of living an active, healthy lifestyle is a BGCB priority. As a result, all staff is expected to model healthy behavior while working with our members.

Inclusive Environment – BGCB values creating child-friendly environments, where youth/teens of all abilities can be successful and participate. BGCB expects employees to embrace its focus on inclusion of all members, regardless of disability or developmental challenge.

Continuous Learning – Building the capacity of staff is central to BGCB. The organization encourages and requires that all staff participates in annual professional development opportunities that continue to cultivate their skills in the youth development field.

Safe Spaces – Every staff member shares the responsibility for ensuring BGCB is, and remains, an environment free of sexual, physical, or emotional abuse.

Position Requirements (Education, Experience, Knowledge, Skills, Abilities, Work Demand

:

High school diploma or GED required. Bachelor’s degree preferred.

Direct experience in customer service and/or reception, with computers, and data management required.

Strong interpersonal and communication skills required.

MS Office and web competency preferred.

Must be or become CPR / FA certified.

Ability to work with youth and families from a variety of backgrounds.

Ability to work independently and as part of a team.

Flexibility to work clubhouse hours especially as seasons and service needs change.

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