Director of Administration

Title: Director of Administrative

DEPARTMENT: Administrative

REPORTS TO: Chief Executive Officer

0 Exempt

PRIMARY FUNCTION:

Directs/manages overall daily administrative operations of the organization with primary concern for hiring and onboarding of staff, membership tracking and reporting, volunteer management, safety and facility support.

KEY ROLES (Essential Job Responsibilities):

1. Performs regular administrative duties, preparing correspondence, data entry and reports as requested by supervisor. Composes draft letters, flyers and other club marketing materials as needed. Proofreads all materials for accuracy prior to supervisory review and signature.

2. Manages hiring and onboarding process. Responsible for tracking all employee hiring, onboarding and training documents. Ensures accuracy of all employee files and maintains all required documentation, including but not limited to background checks, drug screen reporting and all other employee related documents.

3. Maintains membership tracking system and reporting, along with global communication to Club staff, volunteers, members and families as instructed.

4. Manages volunteer program, including soliciting volunteers, onboarding, training and tracking.

5. Maintains all safety related documentation and training to ensure we are in compliance with all Boys & Girl Clubs of America requirements. Ensure updates are rolled out to clubs in a timely manner and files remain current.

6. Manages logistics of fundraising and in club events

7. Responsible for managing inventory of office equipment and service contracts, performing routine maintenance activities, and contacting service representatives as needed.

8. Works with Club Directors to ensure all operational activities are accurately completed and submitted on time. Includes but not limited too, membership tracking and registration, payroll, reporting and safety.

9. Manages office and perform other administrative duties as requested.

Secretary/Administrative Assistant

RELATIONSHIPS:

Internal: Maintains close, daily contact with all departments in the organization including, CEO, Finance, Resource Development, Club Operations and Club staff to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel. May manage administrative assistant.

External: Maintains contact with members, families, volunteers and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

SKILLS/KNOWLEDGE REQUIRED:

• Bachelor’s degree or equivalent work experience preferred

• 3-5 years of office management experience

• Proficient in Word, Excel, Powerpoint and database management

• Strong written and verbal communication skills

• Highly organized and self-starter

• Strong customer relations skills

• Able to maintain strict confidentiality

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The ability to transport members, pick up and distribute supplies, and lift and carry equipment will be necessary. Ensure well maintained facilities; including cleaning and organizing as needed.

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.