Administrative Coordinator

Schedule: Typically Monday-Friday from 10:00A-6:00P (some weekends and nights for events)

Primary Location: Waynesboro Administrative Office, with periodic support at program sites

Position Summary

The Administrative Coordinator supports the daily operations, systems, and compliance

infrastructure of the Boys & Girls Club of Waynesboro, Staunton, and Augusta County. This

position serves as a central support role for the CEO, Director of Operations, and site leaders,

ensuring that administrative tasks, office operations, and internal workflows run smoothly across

the organization.

With responsibilities spanning office management, financial recordkeeping, licensing support,

and program coordination, this role is vital to maintaining the daily rhythm of a complex,

multi-site nonprofit. The Administrative Coordinator must be organized, proactive, and adaptable

and possess the ability to balance behind-the-scenes structure with occasional direct support at

program sites.

Key Responsibilities

Administrative & Office Support

• Serve as the central contact for office communication, mail, phones, copying, filing, and

scheduling.

• Maintain organized physical and digital records for licensing, finance, donor, and

membership systems.

• Provide direct support to the CEO and executive team for office operations,

communications, and event prep.

• Track internal deadlines and assist staff in meeting compliance, training, and reporting

expectations.

• Respond to general inquiries and ensure smooth communication flow across sites and

departments.

Financial & Payroll Support

• Process deposits, incoming checks, and track related paperwork for bookkeeping and

reporting.

• Assist with accounts receivable and payable by organizing receipts, forms, and vendor

records.

• Maintain accurate documentation for credit card purchases, petty cash, and gift entry

logs.

• Input and verify payroll data and timesheets in coordination with the Director of

Operations.

Compliance, Licensing & Reporting

• Support staff file organization, licensing documentation, and onboarding paperwork.

• Coordinate the tracking and submission of compliance-related data and internal

reporting.

• Assist with data collection and reporting requirements related to grants, membership

systems, and national Boys & Girls Club outcomes.

• Maintain familiarity with agency policies and procedures related to licensing, safety, and

regulatory requirements.

• Help ensure programs remain prepared for audits, inspections, and internal reviews.

Transportation & Facilities Coordination

• Schedule van usage, log fuel and mileage, and coordinate maintenance needs.

• Serve as a backup van driver or courier as needed (non-CDL).

• Support supply pickups, donation coordination, and inter-site delivery logistics.

• Track basic building maintenance needs and assist in communication with vendors and

service providers.

Program Readiness & Site Support

• Qualify as a Program Leader under Virginia regulations within 6 months of hire.

• Provide occasional program site support, front desk coverage, or ratio assistance as

needed.

• Assist with the launch and organization of new site spaces or administrative systems.

Preferred Qualifications

• High school diploma or GED required; associate’s degree or equivalent experience

preferred.

• Must meet or obtain Program Leader qualifications within 6 months.

• Valid driver’s license with a clean driving record.

• 2 years of experience in nonprofit administration, operations, or program support.

• Proficient with Google Workspace, spreadsheets, databases, and digital filing systems.

• High attention to detail, ability to manage competing deadlines, and strong

follow-through.

• Professional, mission-aligned, and comfortable working in youth-centered environments.

Job Type: Full-time

Pay: $34,000.00 - $38,000.00 per year

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $34,000 - $38,000