Administrative Operations Assistant
**Boys & Girls Clubs of Sheboygan County**
**Location:** Sheboygan, Wisconsin
**Status:** Full-Time
**Salary Range:** $47,000–$57,000 annually
**Reports To:** Senior Director of Club Operations
Build a Career Where Your Work Matters
At Boys & Girls Clubs of Sheboygan County, we believe that strong relationships, meaningful opportunities, and a sense of belonging can positively shape the lives of young people and the people who serve them.
Our workplace culture is guided by our FORSSS Values:
* Fun
* Opportunities and Expectations
* Recognition
* Supportive Relationships
* Sense of Belonging
* Safety
We are committed to becoming a trauma-informed organization where employees are supported, encouraged to grow, and recognized for the unique strengths they bring to our mission. The Administrative Operations Assistant will play an important role in creating organized, efficient, and welcoming systems that help our staff and programs succeed.
Compensation
The salary range for this full-time position is $47,000–$57,000 annually, based on qualifications, experience, and alignment with the responsibilities of the role.
Benefits and Workplace Flexibility
Eligible full-time employees receive access to a comprehensive benefits package that includes:
* 2 weeks of vacation annually
* Unlimited sick time in accordance with organizational policy
* Health insurance
* Dental insurance
* Vision insurance
* Employer-provided life insurance
* Short-term disability insurance
* Long-term disability insurance
* Flexible scheduling
* Hybrid work opportunities based on organizational and position needs
* Employee Assistance Program
* Professional development, training, and learning resources
Position Summary
The Administrative Operations Assistant supports the daily administrative and operational functions of Boys & Girls Clubs of Sheboygan County. This position is essential to maintaining organized, efficient, and professional office operations through vendor coordination, office management, calendar and conference room oversight, file and mail management, grant reimbursement support, SharePoint administration, and basic onsite technology support in coordination with external technology partners.
This role also supports organizational effectiveness by helping manage priorities, strengthen accountability systems, and maintain a professional and welcoming environment for staff, families, community partners, and visitors.
The ideal candidate is highly organized, adaptable, detail-oriented, service-minded, and comfortable using technology and artificial intelligence tools to improve workflow efficiency. They must be able to balance multiple priorities, exercise sound judgment, maintain confidentiality, and work effectively both independently and collaboratively.
Essential Responsibilities
Administrative and Office Operations
* Support the daily administrative and operational needs of the organization.
* Maintain an organized, professional, and welcoming office environment.
* Monitor office supply levels and coordinate the ordering and distribution of supplies.
* Support office logistics, shared workspaces, meeting spaces, and general facility needs.
* Coordinate incoming and outgoing mail, deliveries, and organizational correspondence.
* Maintain organizational files and support document retention, shredding, and records-management processes.
* Assist staff, visitors, vendors, and community partners with general office-related questions and needs.
Vendor Coordination
* Serve as a primary administrative contact for assigned organizational vendors.
* Coordinate services related to cleaning, water delivery, utilities, office supplies, and other operational needs.
* Maintain vendor records, service information, and relevant communication.
* Communicate service concerns and follow up to help ensure issues are resolved in a timely manner.
* Review invoices and supporting documentation for accuracy before routing them through the appropriate approval process.
Calendar and Meeting Support
* Maintain the organizational calendar and assist with coordinating meetings, events, deadlines, and operational activities.
* Oversee conference room scheduling and help resolve scheduling conflicts.
* Support meeting preparation, including room readiness, materials, technology coordination, and other logistical needs.
* Help ensure important organizational deadlines, events, and priorities are accurately reflected on shared calendars.
SharePoint and Information Management
* Support the administration, organization, and ongoing maintenance of the organization’s SharePoint system.
* Maintain clearly organized folders, documents, resources, and shared information.
* Assist employees with locating information and navigating shared systems.
* Support consistent file-naming conventions, access practices, and document-management procedures.
* Coordinate with leadership and external technology partners when system support or updates are needed.
Technology Support
* Provide basic onsite technology support, including assistance with common equipment, connectivity, account-access, and software concerns.
* Help staff identify and communicate technology issues clearly.
* Coordinate with external technology partners when advanced assistance is required.
* Track unresolved technology concerns and follow up as appropriate.
* Support the setup of basic technology for meetings, presentations, onboarding, and organizational events.
Grant and Reimbursement Support
* Provide administrative support for grant reimbursement processes.
* Collect, organize, and review required documentation, including applicable timesheets and supporting records.
* Assist with maintaining accurate and accessible grant-related files.
* Communicate with appropriate staff when information or documentation is incomplete.
* Support the timely preparation and submission of reimbursement materials under the direction of organizational leadership.
Organizational Priority and Accountability Support
* Assist leadership with organizing and monitoring organizational priorities, deadlines, and action items.
* Support the use of priority-management systems, including tools based on urgency, importance, responsibility, and completion status.
* Help maintain accountability trackers, project lists, and follow-up systems.
* Provide reminders and administrative follow-through while maintaining appropriate professional boundaries.
* Use technology and artificial intelligence tools to improve organization, summarize information, prepare drafts, and increase workflow efficiency.
Culture and Team Support
* Demonstrate the organization’s FORSSS Values through daily interactions and decision-making.
* Contribute to a workplace culture centered on supportive relationships, safety, recognition, and belonging.
* Participate in trauma-informed training and organizational professional development.
* Communicate respectfully and professionally with employees, families, vendors, visitors, and community partners.
* Maintain confidentiality when handling employee, organizational, financial, and operational information.
* Complete other administrative or operational duties as assigned.
Qualifications
* Bachelor's degree in business administration, office administration, nonprofit management, operations, communications, or a related field is strongly preferred; equivalent combination of education and experience may be considered.
* 5 years of previous administrative, office coordination, customer service, nonprofit, or operations-related experience is preferred.
* Strong organizational and time-management skills.
* Ability to manage competing priorities, meet deadlines, and follow through on assignments.
* Strong written and verbal communication skills.
* High attention to detail and commitment to accuracy.
* Ability to handle confidential and sensitive information appropriately.
* Proficiency with Microsoft Office programs, including Outlook, Word, Excel, Teams, and SharePoint.
* Willingness and ability to use artificial intelligence tools for drafting, summarizing, organizing information, and improving workflow efficiency.
* Ability to learn new technology systems and provide basic troubleshooting support.
* Ability to work independently while maintaining strong communication and collaboration with others.
* Commitment to participating in trauma-informed practices, training, and ongoing professional development.
* Alignment with the mission and values of Boys & Girls Clubs of Sheboygan County.
Ideal Candidate
The ideal candidate is someone who enjoys bringing structure to complex work, anticipates needs, follows through consistently, and takes pride in helping others operate effectively. They are approachable, resourceful, technology-minded, and able to balance flexibility with accountability.
This person understands that administrative work is not simply about completing tasks, it is about building reliable systems that allow employees, leaders, and programs to focus on serving young people.
Equal Employment Opportunity
Boys & Girls Clubs of Sheboygan County is an equal opportunity employer. We are committed to creating an inclusive workplace and providing employment opportunities without regard to any legally protected status.
To Apply
Please submit your resume and application materials through Indeed. Qualified candidates may be contacted for an interview to further discuss their experience, strengths, and alignment with the mission, culture, and responsibilities of Boys & Girls Clubs of Sheboygan County.
Pay: $47,000.00 - $57,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Education:
Experience:
- Administrative: 5 years (Required)
Work Location: In person
