Administrative Services Coordinator

Boys & Girls Club of Manhattan•Manhattan, KS

3d•$36,000 - $45,000•Onsite

About The Position

The Administrative Services Coordinator provides welcoming customer service, coordinates recruiting and employee onboarding, and supports the Board of Directors and CEO through corporate secretary duties. The position helps families access Club information and services, maintains accurate employee documentation, and organizes board meetings, communications, and official records. The role coordinates routine administrative, HR, and board support processes under leadership’s direction. Hiring and compensation decisions, policy interpretation, employee relations matters, and governance decisions remain with designated leadership or the Board of Directors. Any formal appointment as a corporate officer is determined separately under the organization’s bylaws. Other related duties may be assigned.

Requirements

High school diploma or equivalent required.
Strong interpersonal skills and a friendly, professional approach when working with families, applicants, employees, and board members.
Strong organizational skills, attention to detail, and ability to manage competing priorities and deadlines.
Clear written and verbal communication skills, including the ability to prepare accurate meeting minutes and correspondence.
Proficiency with Microsoft Office or Google Workspace and ability to learn registration, applicant tracking, and employee record systems.
Sound judgment and ability to protect confidential family, employee, and board information.
Ability to work effectively with people from varied backgrounds.
Commitment to the mission of the Boys & Girls Club of Manhattan.
Successful completion of required background checks and organizational screenings.

Nice To Haves

Additional education in business administration, human resources, or a related field.
Previous experience in customer service, administrative support, or human resources.
Experience supporting a nonprofit board or executive leader.

Responsibilities

Answer incoming calls, monitor general email inquiries, greet visitors, and connect people with appropriate staff.
Provide information about Club programs, registration, schedules, fees, and procedures; help families use registration systems and forms.
Address routine concerns, record relevant details, and refer matters requiring additional attention to appropriate staff.
Perform routine data entry, filing, correspondence, and document processing; maintain a welcoming reception area and coordinate office supplies.
Post approved job openings and support recruiting outreach to colleges, community partners, and other applicant sources.
Monitor applications, maintain applicant records, communicate with candidates, schedule interviews, and prepare materials for hiring managers.
Coordinate reference checks and required pre-employment screenings; prepare approved offer letters and hiring documents; track requirements and follow up on outstanding items.
Coordinate new-hire paperwork, employment eligibility verification, and onboarding documentation according to established procedures.
Schedule orientation and required training, and coordinate with supervisors on access, materials, and workplace information.
Track background checks, policy acknowledgments, training, certifications, other requirements, and renewal dates; confirm required steps are complete before assigned duties begin as applicable, and flag outstanding items to leadership.
Maintain confidential personnel files and supporting records using established access, retention, and secure disposal procedures.
Lead new employee orientation presentations covering the Club’s mission, policies, procedures, and workplace expectations.
Prepare documentation and status reports for internal reviews, audits, and compliance needs; answer routine process questions and refer sensitive or policy-related matters to designated leadership.
Maintain recruiting and onboarding checklists, forms, and tracking systems.
Coordinate board and committee meeting calendars with the CEO and board leadership; arrange logistics, distribute notices, and track attendance.
Prepare and distribute agendas, board packets, and supporting materials with the CEO and board chair.
Attend board meetings, prepare accurate minutes, and coordinate their review, approval, and retention.
Maintain official governance records, including bylaws, approved minutes, resolutions, board rosters, and committee assignments.
Prepare board correspondence and distribute approved communications on behalf of the CEO and board leadership.
Track action items and follow up with responsible individuals at the CEO’s direction.
Coordinate orientation materials and onboarding for new board members.
Collect annual board disclosures and acknowledgments, track governance deadlines, and support related filings and documentation.
Provide scheduling and document preparation support to the CEO for board-related business.