Administrative Assistant- Part Time Job at Boys & Girls Clubs of Southcentra

SUMMARY: The Administrative Assistant at Boys & Girls Clubs Woodland Park is essential to maintaining the efficient and professional operation of the organization. This role involves supporting daily activities across various departments, ensuring seamless administrative processes, and fostering effective communication. By handling a variety of administrative tasks, the Administrative Assistant contributes to the operational effectiveness of our youth-serving mission, ultimately empowering and enriching the lives of young people in our community.

DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to the following:

• Collaborate with team members to monitor and regulate facility access, implementing security protocols and maintaining security systems to ensure a safe environment for all members, staff, volunteers, and visitors
• Conduct regular security assessments and report any concerns or anomalies to management
• Act as the primary liaison for members, parents, visitors, and staff, providing clear direction and support to ensure inquiries are addressed effectively and efficiently
• Develop and maintain a comprehensive understanding of organizational programs and services to enhance communication and support
• Ensure a warm and welcoming atmosphere for all visitors by greeting them professionally and providing accurate information about the organization’s programming and resources
• Efficiently manage incoming telephone calls, emails, and correspondence, ensuring that communications are directed promptly to the appropriate individuals or departments, while maintaining a professional tone and confidentiality
• Implement and refine communication protocols to enhance responsiveness and clarity in organizational messaging
• Address customer concerns and complaints with urgency and professionalism, utilizing problem-solving skills to resolve issues effectively and referring complex matters to the appropriate staff as needed
• Follow up with members and parents to ensure satisfaction and gather feedback for continuous improvement
• Perform a wide range of essential office tasks including filing, data entry, copying, shredding, and document preparation, ensuring accuracy and confidentiality in all documentation
• Develop and maintain organized filing systems and databases to enhance operational efficiency
• Oversee the distribution of incoming mail and ensure outgoing mail is prepared accurately and sent in a timely manner, facilitating efficient communication flow within the organization
• Monitor and maintain inventory of office supplies and equipment, placing orders proactively to ensure operational continuity and efficiency
• Assist in the comprehensive planning and execution of events and activities for youth, families, and community stakeholders, managing logistics, communications, and on-site coordination to ensure successful outcomes as needed
• Cultivate and foster positive relationships with families, community partners, and other stakeholders, enhancing the organization’s visibility and impact through strategic outreach and engagement as needed
• Open and/or close the facility as needed, ensuring that it is secure, clean, and professionally maintained at all times to provide a safe and inviting environment
• Provide flexible support to all departments as assigned by the supervisor, demonstrating the ability to prioritize tasks effectively and adapt to the dynamic needs of the organization
• Demonstrate flexibility in adapting to changing priorities and assume additional responsibilities as required, contributing to a collaborative team environment

The requirements listed below are representative of the knowledge, skill and or ability required.

• High School diploma or GED equivalent required
• Minimum of one year of experience in an administrative role, preferably within a non-profit or youth-serving organization, demonstrating the ability to handle frequent interruptions
• Must be able to work from 6:45am – 2:45pm or 1:00 PM to 6:15 PM, Monday through Friday, with flexibility to work occasional evenings or weekends for events or activities
• Strong oral and written communication skills are essential, with a demonstrated ability to interact professionally with diverse audiences
• Consistency, dependability, enthusiasm, and flexibility are required
• Ability to demonstrate sound judgment, initiative, and creativity, with the ability to work both independently and as part of a team
• A commitment to excellence in customer service, with the ability to relate well to children and maintain positive relationships with peers and families
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems are essential
• Ability to maintain confidentiality and handle sensitive information with discretion
• Must obtain CPR/First Aid certification within 90 days of employment
• Must pass a name-based and/or fingerprint background check annually
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines effectively
• A genuine commitment to the mission of the organization and the well-being of youth

PHYSICAL DEMANDS

Sitting and Standing: The position requires prolonged periods of sitting at a desk, as well as occasional standing, walking, and moving about the office to interact with members, staff, volunteers, and visitors

Lifting and Carrying: Ability to lift and carry items up to 20 pounds, such as files, office supplies, and equipment

Manual Dexterity: Frequent use of hands for typing, filing, and handling office equipment is necessary

Vision and Hearing: Close vision for reading documents and monitoring activities, along with the ability to hear and respond to inquiries and phone calls

WORK ENVIRONMENT

Office Setting: The role is primarily performed in an office environment, which may include a busy atmosphere with multiple tasks and interactions occurring simultaneously

Interaction with Youth: Frequent interactions with children and families requiring a welcoming and engaging demeanor

Noise Level: Moderate to lively noise levels due to conversations, phone calls, and various activities typical of a youth-centered environment

Temperature and Lighting: Typical indoor climate with standard office lighting and temperature control

Boys & Girls Club is an equal opportunity employer. We are committed to the spirit and letter of all federal, state and local laws and regulations pertaining to equal opportunity. To this end, the Club does not discriminate against any individual with regard to race, color, religion, sex, national origin, age, disability, veteran status or other protected status. This Policy extends to all terms, conditions and privileges of employment, as well as the use of all Boys & Girls Club facilities.

We understand and mutually accept that the above job description represents our agreement as to the job to be performed. We understand that management may modify this job description at any time.