Operations Support Coordinator

JOB SUMMARY:
The Administrative Assistant provides regular clerical and administrative support to Administrative staff
as well as program support during the school year at the various Club sites. This role prepares
correspondence and reports, maintains schedules and calendars; answers telephones and maintains
electronic and hard copy files while also assisting at a programmatic level by helping prepare activities,
ordering and organizing site supplies, and assisting at Club locations as needed.

MAJOR DUTIES AND RESPONSIBILITIES:

• Perform administrative support and secretarial duties for the Administrative Team. Serve as a

receptionist at the Admin. Office during work days; answer phone calls and greet public in a
pleasant and prescribed manner; take messages or transfer calls; take initiative to follow-
through on requests from public for information, as appropriate.

• Maintains supervisor’s calendar, scheduling meetings and making logistical and travel

arrangements necessary for internal and external meetings.

• Prepares meeting agenda and minutes, as requested. Serves as the key minute taker at monthly

Board meetings.

• Perform general office and administration duties including maintaining office supplies, arranging

for office equipment maintenance and service; ordering program and janitorial supplies as
requested; setting up and maintaining accounts with vendors, as directed; sorting and
distributing mail; handling general office mailings; maintain all general office document and
correspondence in files including following confidentiality standards, standard filing practices
and the organizational file retention policies and procedures.

• Run errands to support Club’s office administration as requested by administrative staff.
• Maintains electronic and hard copy filing systems, making sure they are accurate and timely
• and facilitate easy retrieval of information.
• Promotes and stimulates cooperative relationships and interest in Club activities and events

within the community through contact with parents and the general public.

• Cash handling, depositing of cash payments and donations to bank. Running errands to bank as

needed by Administrative Staff.

• Helps maintain the cleanliness and appearance of the office; organizing and cleaning shared

office spaces, putting away supplies after use, etc.

• Monitors and logs staff attendance by time card tracking.
• Monitor satellite site supply inventory and order supplies as necessary. Handles satellite site

shopping trips as needed.

• Responsible for managing inventory of satellite site equipment and service contracts and

uniform inventory, performing routine maintenance activities and contacting service
representatives as needed.

• May monitor and log staff attendance at trainings.
• Responsible for satellite site visits; including but not limited to the scheduling, coordination,

completion and reporting of said visits.

• Responsible for satellite site coverage due to staffing shortages or other approved staff

absences

• Perform other related secretarial or administrative duties as requested.

RELATIONSHIPS:
Internal: Maintains close, daily contact with Club professional staff to implement Club policies
and assure development of Club members and achievement of Club objectives.

External: Maintains contact with external community groups, schools, member’s parents and
others to assist in resolving problems and to publicize Club.

SKILLS/KNOWLEDGE REQUIRED:

• High school diploma or equivalent
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Good written and verbal communication skills
• Good organization and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Demonstrated ability to convey Boys and Girls Club policies and procedures to members, and to

encourage their development through establishing positive relationships with youth members

• Demonstrated enthusiasm, energy and commitment in personal contact with members and

visitors

• Demonstrated caring and respect exhibited toward members

PHYSICAL REQUIREMENTS:

• Sitting for long periods of time (up to 90% of day)
• Standing as needed
• Full use of all limbs and both hands
• Ability to participate with youth in athletic and recreational activities
• Full verbal, color vision, and hearing ability
• Lifting up to 50 pounds on occasion.
• Ability to drive motor vehicle preferred (with valid IL drivers license)

WORKING CONDITIONS:

• May be exposed to outdoor weather conditions during all seasons. Limited exposure during

winter.

• Occasionally exposed to potentially dangerous medical situations; exposure to airborne

diseases or infected blood while treating sick or injured clients.

• Exposed to risk of vehicle accidents while driving or riding in agency vehicles.
• Risk of injury from being near, or participating in athletic or recreational activities.

PAY & BENEFITS:
As of 01/2025

• This role pays an hourly minimum of $19
• This role is eligible for paid time off, in the form of personal, vacation and sick time.
• This role has access to a full insurance catalogue including but not limited to health

insurance, dental insurance and life insurance.

• This role is eligible for enrollment in the 401K plan.
• All benefits are for roles that meet the eligibility requirements outlined in the Boys &

Girls Clubs of Central Illinois handbook.

DISCLAIMER:
The information presented indicated 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.

Salary : $19