Administrative Associate

at  Boys Girls Club of Camarillo

RELATIONSHIPS:

Internal: Maintains contact and communications with organizational leadership to exchange information, seek and give assistance, consultation, and receive direction.
External: Maintains contact with the community through media and outreach. Establish and maintain positive relationships with families, volunteers, and stakeholders.

SKILLS/COMPETENCIES REQUIRED:

Proficiency in MS Office (MS Word, Excel, and PowerPoint).
Familiarity with clerical systems and procedures, mail mergers, data sorting, etc.
Excellent written and verbal communication skills.
Bi-lingual in Spanish is a plus.

EDUCATION & EXPERIENCE

High school diploma or equivalent
3 Years + experience in an Administrative Associate role or another relevant role.
Previous database experience and experience with Canva are a plus.
Previous experience in a childcare setting is preferred.

Front Desk Operations:

• Greet and assist families, visitors, and staff professionally.
• Manage and answer phone calls, emails, and in-person inquiries promptly and courteously, such as providing general information regarding programs, hours of operation, facility rentals, etc.; transferring phone calls and taking messages as needed.
• Maintain daily attendance records and reports
• Schedule appointments and tours of the facility as needed.

Administrative Support

• Manage registration, enrollment, and admissions paperwork.
• Update and maintain accurate family records in the database.
• Assist in processing payments and managing billing inquiries.
• Distribute daily communication and notices to families and staff.
• Maintains electronic and hard copy filing systems, making sure they are accurate and timely to facility easy retrieval of information.
• Assist in the preparation of regularly scheduled reports.

Office Management

• Monitoring inventories, ordering office supplies, and maintaining sufficient records.
• Coordinate with vendors for deliveries, equipment maintenance/repairs, & inspections.
• Helping to ensure a safe, clean, and organized office environment.

Donor Stewardship & Event Coordination

• Accurately entering and updating records databases and using that data to generate accurate and succinct reports.
• Tracking, preparing and issuing correspondence for donations, invoicing, receipts, and updates to organizational supporters.
• Provide event support, leading up to and at organizational events, which includes customer service, data entry, outreach, and general event support.
• Assist with meetings and events, including set-up/breakdown and volunteer coordination.

Safety and Security

• Monitor entry and exit points to ensure the safety of children and staff.
• Follow and enforce facility policies, including visitor check-in procedures.
• Respond to emergencies and follow proper procedures and protocols.

Communication and Public Relations

• Maintain the organization’s social media accounts and help monitor website content.
• Serve as a liaison between families and management.

Financial Administration

• Assist with expense tracking, invoice processing, and tracking payables and receivables.
• Maintain financial records and prepare basic financial reports.

Volunteer Coordination

• Assist with recruiting, onboarding, and coordinating volunteers.

DISCLAIMER: Position includes other duties as assigned. 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.