Administrative Assistant - Jackson

The Administrative Assistant provides essential operational, administrative, and member-facing support to ensure smooth daily operations of the Jackson Boys & Girls Club. This role serves as the first point of contact for families, partners, visitors, and industry collaborators and helps maintain an environment that is welcoming, creative, safe, and organized.

The Administrative Assistant supports membership processes, scheduling, communication, facility coordination, and general office functions that keep the club running efficiently.

Key Responsibilities

Front Desk & Member Experience

• Serve as the main point of contact for members, families, visitors, and partners entering the club.
• Manage daily member check-in/check-out processes using MyClubHub or relevant platforms.
• Provide consistent, friendly customer service and accurate information about programs, schedules, and Club expectations.
• Maintain the front desk and lobby areas to ensure a clean, organized, and welcoming environment reflective of the hub’s creative identity.

Administrative & Clerical Support

• Answer phones, manage email inquiries, and route communication to the appropriate staff members.
• Assist with photocopying, printing, filing, supply distribution, and room reservations.
• Support leadership and staff with administrative tasks such as document preparation, scheduling, and data entry.
• Assist with maintaining updated attendance records, volunteer logs, sign-in sheets, and program rosters.
• Help coordinate daily operations including scheduling studio time, reserving project spaces, and communicating programmatic changes.

Membership & Family Engagement

• Assist new families with membership applications, renewals, and MyClubHub onboarding.
• Track incomplete applications, missing documentation, and membership questions, following up as needed.
• Support parent/family communication by preparing newsletters, reminders, and updates as directed.
• Help organize family engagement events, workshops, and showcases.

Program Partner & Event Support

• Provide administrative support for creative/industry partners, volunteers, and instructors using the building.
• Help set up for program activities, workshops, pop-ups, showcases, and community events.
• Assist with managing calendars for program spaces, studios, conference rooms, and partner-led activations.
• Track attendance for partner programs and support data entry for grant or impact reporting.

Facility Coordination & Supplies

• Maintain inventory logs of supplies, equipment, creative materials, and office essentials.
• Assist with ordering, distributing, and organizing supplies as directed by Program Director.
• Submit facility work orders (cleaning, repairs, IT support) and follow up to ensure timely resolution.
• Conduct daily walkthroughs of shared spaces to ensure safety, cleanliness, and readiness for programming.

Technology & Data Support

• Use systems such as MyClubHub, Canvas, Sage, and UKG for updates, communication, and basic reporting.
• Support staff with logging attendance, uploading schedules, and entering daily/weekly data as needed.
• Ensure accurate documentation for membership, programs, and administrative tasks.

Qualifications

• High school diploma required; some college or administrative certification preferred.
• 3-5 years of administrative, reception, customer service, or youth-serving experience.
• Strong communication and interpersonal skills, especially in youth and family-facing environments.
• Comfort working in fast-paced, creative, and dynamic settings.
• Proficiency with Microsoft Office, Google Workspace, and willingness to learn BGCSM platforms (MyClubHub, Canvas, Sage, UKG).
• Ability to shift between tasks quickly and manage multiple priorities.
• Ability to work evenings and occasional weekends.