Job Details

Job Title: Administrative Assistant/Program Leader

Location: San Francisco Community School-Based Site

Position Type: Full Time, Non Exempt

Reports to: School-Based Club Director

Since 1891, Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive,responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential. We are nationally recognized for the high-quality of our programs and comprehensive approach to serving youth. Whether you're joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you'll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

Position Purpose

Under the direct supervision of the School-Based Club Director, the Administrative Assistant/Program Leader primary role is to provide administrative and program support to the School-Based Club Director as assigned, primarily focusing on management of attendance data, the after school member pickup process, providing support as a float Program Leader, and carrying out administrative duties during the day.

This position is full-time 40 hours weekly.

Key Responsibilities

Data Management - 25%

• Collect and input attendance data, prepare attendance sheets for the team daily, print EMS (Electronic Member System) sheets, collect & review EMS sheets to ensure they are audit-ready
• Maintain data accurately and according to prescribed standards and guidelines, including troubleshooting errors in entries and reporting on information by deadlines.
• Establish systems to ensure staff provide consistently accurate data in a timely fashion, including clearly communicating expectations.
• Support Program Leaders in academic success outcome area through maintaining Power Hour data collection process, collecting quarterly academic reports, and assisting in tracking IEP and 504 plans
• Sustain open lines of communication with supervisor and staff regarding areas for improvement, updates to existing systems, and requests for support

Office/Member Pick-Up Process Management -25%

• Assist in managing the Club's main office
• Answer phone calls, retrieves voicemails, responds to emails and works directly with parents
• Contact parents to provide updates on youth injuries or incidents, ensuring clear and professional communication

Program Leader Responsibilities - 30%

• Step in to provide coverage and support for team members as needed, ensuring smooth program implementation
• In the event of a staffing gap, develop and implement age-appropriate lesson plans that promote personal growth, educational achievement, and character development as needed
• Gather materials and prepare lesson plans in advance for on-call staff
• Assist with de-escalation and behavior management strategies and conduct restorative conversations with youth to address behavior concerns
• Provide facilitation support to allow program leaders to focus on managing behavior effectively
• Supervise youth in the office after school when they require a space outside their classrooms for reflection or calming down
• Assess and address youth injuries, providing appropriate first aid as needed
• Set clear standards and foster a culture of mutual respect between staff, youth, and the broader community served
• Work closely with colleagues to ensure program goals are met

Administrative Support - 20%

• Create and distribute monthly newsletters, create and share monthly calendars, design flyers, and maintain bulletin boards
• Create documents, facilitate communication within the staff team, to the rest of BCGSF, with community partners and parents, etc.
• Handle supper program paperwork, manage supper program setup, and submit weekly food orders
• Submit monthly program supply orders
• Support Monthly Report by creating monthly program photo collage
• Attend BGCSF Administrative Assistant Meetings monthly
• Assist families with registration
• Attend and table at events (e.g., Back-to-School Night)
• Responsible for making sure that all administrative tasks are completed accurately and on time
• Perform other administrative duties as assigned

Requirements

• Four-year degree from an accredited college or university, or 2-5 years of equivalent experience
• Data entry experience
• Experience working with TK - 8th grade youth
• Customer Service experience- must be extremely professional and able to resolve all minor conflicts
• Experience with database software such as Microsoft Excel
• Must have organizational skills- especially a strong attention to detail
• Ability to work in a fast-paced environment
• Red Cross First Aid/CPR certification or within 90 days of employment

Preferred Skills

• Language Skills: Bilingual in Spanish
• Strong behavior management skills with youth
• Strong communication skills with kids, staff, parents and community members
• Strong verbal and written communication skills
• Ability to multi-task and demonstrate good follow through skills.
• Strong ability to follow systems and procedures.
• Ability to use computer software such as Adobe Publisher and Photoshop to design Club specific flyers for recruitment and promotional purposes.

Physical Requirements

• Must be able to lift 25 lbs.
• Must be able to stand for at least 2 hours consecutively.
• Must be able to sit at a computer workstation for long time periods.

Benefits

• Comprehensive Health Benefits + Employer Contributions
• 401K + 7% Employer Contribution After One Year of Service
• Employee Assistance Program: In-Person Counseling + 24/7 Confidential Mental Health Support
• Education Assistance
• Pre-tax Transportation Savings Account
• Flexible Spending Account
• Paid Time Off + Paid Holidays
• Mandatory summer + winter Weeklong Organization-wide Closures
• Professional Development Opportunities

Pay

The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and BGCSF needs. At BGCSF, our decisions are based on other factors and dependent on circumstances for each position. Depending on the need and requirement of the position, an individual could be hired at or near the entry level, mid - level or top of the range for their role and compensation. As such, a reasonable estimate of the current range is $26.00 to $27.00 per hour.

Disclaimer

The information presented indicates 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. The organization has the discretion to relocate/reassign a person, as needed.