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Boys & Girls Clubs of San Francisco · 2 weeks ago

Administrative Assistant/Program Leader

San Francisco,CA,US

Full-time

Onsite

Entry, Mid Level

$26/hr - $27/hr

2+ years exp

Boys & Girls Clubs of San Francisco has been providing youth development services since 1891, focused on helping young people realize their full potential. The Administrative Assistant/Program Leader will provide administrative and program support, manage attendance data, assist in communication with parents, and step in to support program leaders as needed.

Non Profit

Responsibilities

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

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

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

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

Qualification

Data entry experienceCustomer ServiceOrganizational skillsFirst Aid/CPR certificationDatabase softwareBilingual in SpanishBehavior managementMulti-taskingAdobe PublisherPhotoshopCommunication skillsAttention to detail