Administrative Coordinator - Aug Prep North

Job Summary:

The Administrative Coordinator is a dynamic, operationally experienced professional who ensures the seamless execution of day-to-day activities across Boys & Girls Club sites. Acting as a strategic administrative partner to the Site Leader, this role blends traditional office management responsibilities with modern leadership support, optimizing both backend operations and front-line service delivery.

With oversight spanning financial administration, digital data tracking, staff coordination, and organizational compliance, the Administrative Coordinator is instrumental in creating a responsive, youth-focused environment where efficiency supports impact. This position also functions as a site operations leader in the Site Leader’s absence—coaching staff, resolving issues in real time, and maintaining a culture of safety, engagement, and excellence.

The ideal candidate is agile, tech-forward, and people-centered, bringing a solutions-oriented mindset and sharp attention to detail. Success in this position requires a mix of tech fluency, operational insight, communication expertise, and a passion for mission-driven service aligned with the vision of Boys & Girls Clubs of Greater Milwaukee.

Responsibilities:

Level 1

• Step in as acting site leader during their absence to guide staff, support youth members, and uphold daily operations.
• Input and manage membership data through digital platforms with a focus on accuracy and confidentiality.
• Keep families informed about transportation schedules and any changes.
• Track and verify Club income; oversee receipt systems and ensure secure documentation.
• Maintain functionality of office technology; monitor and replenish supply inventory using digital tracking tools.
• Coordinate and update documentation for W2s, state registries, and seasonal programming like Camp.
• Organize and archive digital and physical files related to HR.
• Complete all mandatory compliance trainings provided by Club, County, State, and external funding bodies.

Level 2 (In addition to Level 1 duties)

• Create, analyze, and distribute real-time data reports to guide operational decisions.
• Oversee financial transactions including bank deposits and petty cash reconciliation.
• Manage and update stakeholder mailing lists; ensure smooth communications with community partners.
• Lead meeting logistics from calendar invites to room setup and follow-up communication.
• Serve as supervisory lead when needed, providing leadership continuity across staffing, youth engagement, and facility oversight.

Requirements

Level 1 (Pay Grade 5)

• High School Diploma or equivalent.
• Two to three years of experience with data systems, high-level knowledge of customer service and clerical skills.
• Advanced proficiency in Microsoft Office Suite, including Excel (pivot tables, formulas), Word (document formatting), and PowerPoint (professional presentations).
• Strong foundational skills in mathematics, literacy, and writing to support data entry, reporting, and communication needs.
• Exceptional verbal and written communication skills, including the ability to draft professional correspondence and deliver clear messaging to diverse audiences.
• Must possess a valid Wisconsin driver’s license, maintain a clean driving record.

Level 2 (Pay Grade 6)

• Meets all Level 1 requirements.
• At least one year of supervisory experience.

Physical Demands:

This role involves mostly sitting and using your hands for typing or handling materials. Occasionally, you may need to stand, reach, or lift items up to 10 pounds. Clear vision, both near and far, is important for completing tasks. We provide reasonable accommodations for individuals with disabilities.

Work Environment:

Boys & Girls Clubs of Greater Milwaukee provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or veteran status in accordance with applicable federal, state, and local laws.

Auxiliary aids and services are available to individuals with disabilities upon request. For language interpretation or accessible formats, or for assistance accessing services, please contact 414-267-8100. Deaf, hearing, or speech-impaired callers may use the Wisconsin Relay number 711.