Administrative Assistant/Program Leader

Boys & Girls Clubs of San Francisco • San Francisco, CA

just now • $26 - $27

About The Position

Under the direct supervision of the School-Based Club Director, the Administrative Assistant/Program Leader primary role is to provide administrative and program support to the School-Based Club Director as assigned, primarily focusing on management of attendance data, the after school member pickup process, providing support as a float Program Leader, and carrying out administrative duties during the day. This position is full-time 40 hours weekly.

Requirements

• Four-year degree from an accredited college or university, or 2-5 years of equivalent experience
• Data entry experience
• Experience working with TK - 8th grade youth
• Customer Service experience- must be extremely professional and able to resolve all minor conflicts
• Experience with database software such as Microsoft Excel
• Must have organizational skills- especially a strong attention to detail
• Ability to work in a fast-paced environment
• Red Cross First Aid/CPR certification or within 90 days of employment

Nice To Haves

• Language Skills: Bilingual in Spanish
• Strong behavior management skills with youth
• Strong communication skills with kids, staff, parents and community members
• Strong verbal and written communication skills
• Ability to multi-task and demonstrate good follow through skills.
• Strong ability to follow systems and procedures.
• Ability to use computer software such as Adobe Publisher and Photoshop to design Club specific flyers for recruitment and promotional purposes.

Responsibilities

• Collect and input attendance data, prepare attendance sheets for the team daily, print EMS (Electronic Member System) sheets, collect & review EMS sheets to ensure they are audit-ready
• Maintain data accurately and according to prescribed standards and guidelines, including troubleshooting errors in entries and reporting on information by deadlines.
• Establish systems to ensure staff provide consistently accurate data in a timely fashion, including clearly communicating expectations.
• Support Program Leaders in academic success outcome area through maintaining Power Hour data collection process, collecting quarterly academic reports, and assisting in tracking IEP and 504 plans
• Sustain open lines of communication with supervisor and staff regarding areas for improvement, updates to existing systems, and requests for support
• Assist in managing the Club’s main office
• Answer phone calls, retrieves voicemails, responds to emails and works directly with parents
• Contact parents to provide updates on youth injuries or incidents, ensuring clear and professional communication
• Step in to provide coverage and support for team members as needed, ensuring smooth program implementation
• In the event of a staffing gap, develop and implement age-appropriate lesson plans that promote personal growth, educational achievement, and character development as needed
• Gather materials and prepare lesson plans in advance for on-call staff
• Assist with de-escalation and behavior management strategies and conduct restorative conversations with youth to address behavior concerns
• Provide facilitation support to allow program leaders to focus on managing behavior effectively
• Supervise youth in the office after school when they require a space outside their classrooms for reflection or calming down
• Assess and address youth injuries, providing appropriate first aid as needed
• Set clear standards and foster a culture of mutual respect between staff, youth, and the broader community served
• Work closely with colleagues to ensure program goals are met
• Create and distribute monthly newsletters, create and share monthly calendars, design flyers, and maintain bulletin boards
• Create documents, facilitate communication within the staff team, to the rest of BCGSF, with community partners and parents, etc.
• Handle supper program paperwork, manage supper program setup, and submit weekly food orders
• Submit monthly program supply orders
• Support Monthly Report by creating monthly program photo collage
• Attend BGCSF Administrative Assistant Meetings monthly
• Assist families with registration
• Attend and table at events (e.g., Back-to-School Night)
• Responsible for making sure that all administrative tasks are completed accurately and on time
• Perform other administrative duties as assigned

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
• Paid Time Off + Paid Holidays
• Mandatory summer + winter Weeklong Organization-wide Closures
• Professional Development Opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees