Administrative Assistant at Boys & Girls Clubs of San Francisco

San Francisco, California, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Jun, 26

Salary

2.0

Posted On

24 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data Entry, Database Software, Customer Service, Microsoft Suite, Google Workspace, Excel, Sheets, Calendar Management, Communication, Follow Through, Canva, Adobe Publisher, Photoshop, Bilingual Spanish, Behavior Management

Industry

Non-profit Organizations

Description

Description 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 Mission Clubhouse. Key Responsibilities Data Management - 40% Manage data entry of members, ordering, paperwork of food programs, 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 BCGSF, with community partners and parents, etc. Compile Clubhouse monthly report. Responsible Requirements Required Skills 2- 5 years of equivalent experience. Proven data entry experience. Customer Service experience- must be extremely professional and able to resolve all minor conflicts. Experience with database software such as Microsoft Suite and Google Workspace with an emphasis on Excel/Sheets. Ability to work in a fast-paced environment. Bilingual: Spanish speaking Preferred Skills Red Cross First Aid/CPR certification or within 90 days of employment. 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 Canva, 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. Benefits Comprehensive Health Benefits + Employer Contributions 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 dependant on the circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry-level, mid-level or top-of-the-range for their role and compensation. As such, a reasonable estimate of the current range is $24.00 to $26.00 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.son, as needed.

Responsibilities

The Administrative Assistant primarily supports the Clubhouse Director and Assistant Director by managing attendance and program data entry, ensuring accuracy in the database system, and overseeing all front desk operations. This includes handling phone calls, emails, parent interactions, membership fees, and maintaining the organization and cleanliness of the main office area.