What are the responsibilities and job description for the Club Administrative Assistant position at Boys and Girls Club of Columbia?
Position Summary
Part-time Club Admin are positioned at the Clubhouse entrance from 3pm-7pm. While positioned at the front entrance, Club Admin will ensure all visitors are properly identified before entering the facility to maintain safety and a welcoming environment for all identifiable guests. Club Admin are the primary source of communication to club families. Club Admin are solely responsible for the maintenance of member files, member enrollment including scholarship navigation and subsidy, membership billing and maintenance and attendance.
KEY ROLES
Part-time Club Admin are positioned at the Clubhouse entrance from 3pm-7pm. While positioned at the front entrance, Club Admin will ensure all visitors are properly identified before entering the facility to maintain safety and a welcoming environment for all identifiable guests. Club Admin are the primary source of communication to club families. Club Admin are solely responsible for the maintenance of member files, member enrollment including scholarship navigation and subsidy, membership billing and maintenance and attendance.
KEY ROLES
- Club Admin are an essential part of the site team and will be known as a member of the site team and a member of the Club Admin All training inquiries are to be directed to the Full-time Club Admin Specialist; all other inquiries should be directed to your corresponding Club Supervisor.
- Provide families with information regarding Club membership enrollment, scholarship, subsidy, payment information, and special program dates and changes.
- Collaborate with Club Supervisors to ensure all club and member files are maintained, organized, easily accessible and ready for licensure checks at all times.
- Ensure accurate and timely recording of daily attendance
- Has the ability to support families as they navigate parent portal, pull membership billing and contact information in - real time.
- Club Admin are responsible for maintaining a clean and tidy lobby environment free of trip hazards and
- Quality Check program data inputs to ensure digital and hard copy attendance
- Manage the downloading of information from digital platforms to your corresponding site's
- 5% of the time, Club Admin may be required to or provide Club families with referral resources (Example: if a family needs help with utility assistance, Club Admin will be responsible for providing the Club family with referral information)
- Demonstrate strong verbal and written communication skills to interact with organization staff, families and community stakeholders as needed.
- Develop and maintain positive business relationships with Club families, school staff, and Club
- Ensure families have vital Club information including programmatic updates, Monthly Club calendars, and pertinent information.
- Club Admins may also be needed to support Club and Club staff during challenging behavioral situations, times of emergency; during safety drills, and serve as front line defense to protect Club and its members from intruders.
- Periodically required to lift items up to 10 pounds (g. files, equipment)
- Regularly required to speak clearly and hear the spoken word well
- Regularly required to utilize near vision ability to read data and documents, including spreadsheets and reports, in printed form and on computer screens
- High School Diploma or GED, Required
- Bi-lingual a plus
- Experience with data entry
- Willing to learn new software and data based platforms
- Strong, clear communication skills, both verbal and written, attention to detail
- Must be at least 18 years old
- Basic knowledge of Microsoft Outlook and Suite
- Basic Knowledge or proper filing procedures
- Ability to relate to children, staff, and families
- Time Management Skills, ability to set priorities
- Positive attitude, high level of energy and flexibility
- Must be comfortable performing multi-faceted projects in conjunction with day to day duties