Description
TITLE: Club Services Assistant
FLSA STATUS: Full Time: Non-Exempt, Temporary (40 hours/week)
LOCATION: Admin/ Different Clubhouses when support is needed.
REPORTS TO: Club Services Administrator
HOURS: 10 am- 6 pm
SUMMARY:
Under the direct supervision of the Club Services Administrator, the Club Services Assistant’s primary role is to provide ancillary support to the Club Services and Program Services departments. The Club Services Assistant is responsible for a number of administrative tasks and communications that are key to both departments' success. This position will also take direction from the senior members of the Club Services Team.
This is a full-time temporary role through August 4, 2025, with potential for extension.
KEY ROLES:
Administrative Duties - 60% School Year/ 50% Summer
- Manage all aspects of the Department’s org calendar
- Effectively communicate with Club and Site leadership staff about deadlines and upcoming events
- Manage organization’s VSP certificate program
- Program and attendance data entry for School Based Club sites
- Note taking at Program Services and School Based Clubs leadership meetings
- Note taking at Facility committee meetings
- Send out invites, agendas, follow-up notes, and feedback surveys for CW meetings
- Write and disseminate Program Services and SBC monthly newsletter with highlights, upcoming events, and deadline
- Gather information and send out Departments Weekend Activities report
- Manage Concur for Program Services
- Manage organization’s Snack program partnership
- Manage all facility audit forms for the organization
Management of Club Logistics - 40% School Year / 50% Summer
- Cover SBC/ Clubhouses during times of vacancy and call outs, when needed
- Assist with the coordination and logistics of Department meetings; special events/trainings; i.e. shopping/ordering supplies
- Manage Departments transportation calendar
- Generate reports for scholarship tracking and program requirements review as needed
- Coordinate On-call Youth Development Coordinator for clubhouses
Requirements
Detailed Job Responsibilities/Tasks:
- Program Services and School Based Clubs Leadership Meetings: Attend weekly meetings and maintain a Google document to capture all notes.
- Coordination with School Based Site Directors: Ongoing communication to ensure accuracy of attendance and program data.
- Snack Program Oversight- Serve as point person for organizations snack program. Attend trainings, remind Club leadership about deadlines, and in some instances fill out snack program registration paperwork for sites.
- Other duties as needed - the needs of both departments are different and therefore require other specific duties on an “as needed” basis
Skills and Knowledge Required
- Strong oral and written communication skills
- Experience with Google Suite
- Ability to establish priorities, work independently and proceed with objectives with limited supervision
- Ability to organize for simplicity, efficiency, and clarity
- Excellent time management skills, with the proven ability to manage multiple tasks and deadlines simultaneously
- Customer Service experience- must be extremely professional and able to answer questions.
- Ability to work in a fast-paced environment
- Ability to multi-task and demonstration of good follow through skills
- Strong ability to follow systems and procedures
- Willingness to be a Team player
Skills and Knowledge Preferred
- Strong interest in the mission and values of Boys & Girls Clubs of San Francisco
- Experience working in a professional office environment
- Current Red Cross First Aid/CPR certification
- Experience with database software
- Experience with formals in excel
- Ability to operate a 12 passenger vehicle
PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT
Must be able to lift 15 lbs.
Must be able to stand for at least 1 hour
Must be able to sit at computer workstation for long time 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
- Life + Disability Insurance
- 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 dependent on 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 $23- $24.00 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.