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? Have you had experience managing/coordinating volunteers? 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 & Volunteer 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 & Volunteer 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. This role is multi-faceted in that there's also a strong focus on managing our Volunteers program that serve all seven Clubhouses and our one school site, along with our specialty programs. As a result, the Administrative & Volunteer 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 Program needs between After School, Aquatics, and Athletics.
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 Admin & Volunteer 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. Additionally, this role balances various projects in support of management at the Harper Clubhouse and is responsible for the recruitment of volunteers for all Clubhouses.
Here are the details of the major responsibilities for the role of Administrative & Volunteer 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.
- Contributes to the monthly Leadership Updates newsletter for Volunteer program.
- 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 incoming checks and complete remote deposit sheets.
- Perform basic bookkeeping.
- Weekly deposit reconciliation from EZ 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.
Volunteer Coordinator
- Recruits, screen, process, orient, and place volunteers within BGCNWSD.
- Identifying opportunities for volunteer participation.
- Maintain regular communication with Clubhouse Directors/Supervisors at each BGCNWSD site.
- Maintain volunteer and applicant tracking databases; application tracking, data entry, status, track volunteer hours/timesheets.
- Partner with Clubhouse Directors/Supervisors to make efforts to advocate for the importance of the volunteer program within BGCNWSD and in the community.
- Be present at community events, volunteer fairs and schools promoting volunteer opportunities.
- Develop collaborative relationships with other organizations supporting volunteerism or serving as potential sources for Club volunteers.
- Coordinate Club-wide activities to increase awareness of existing and new volunteer programs and to recognize volunteers.
- Develop volunteer position descriptions and maintain volunteer handbook. Manage administrative systems to support volunteer program.
- Maintains electronic or paper records of volunteer files and complies with destruction of records requirements.
- Control and monitor expenses related to volunteer program and activities.
- Ensure the interest of volunteers is served. Provides opportunities for volunteers to share their experiences and feedback on the volunteer program
- Assist in development and implementation of meaningful appreciation, recognition, evaluation and retention strategies to increase volunteer satisfaction.
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
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.
Experience:
- managing/coordinating volunteers: 1 year (Required)
- working at a youth services nonprofit: 1 year (Required)
- front lobby/highly public-facing administrative role: 2 years (Required)
Work Location: In person
