Boys & Girls Clubs of America

Club Support Specialist

4 weeks ago
Job ID
2017-2920
Category
Oper & Liaison Srvcs
Richardson, TX

Overview

Serves as designated point of contact for local Clubs and BGCA staff, providing preliminary technical assistance, services, products, referrals, and other requested information on behalf of Boys & Girls Clubs of America. This position is located in our SW Service Center located in Richardson, Texas. 

 

  • Follow up with all requests and inquiries to ensure questions are answered and problems are resolved effectively and in a timely manner
  • Assist Finance & Grant Management team in the payment of invoices by providing necessary documents
  • Assist other staff as requested within Smartsheet project management tool, adhering to specified deadlines and making necessary updates
  • Special projects/initiatives as directed by Assistant Director, Club Support Services
  • Club membership and program chartering and site status change follow-up
  • Utilize systems connecting Clubs to BGCA, referring to intranets and adhering to departmental protocol and processes
  • Process BGCA National Service Recognition Awards program
  • Maintain automated Club staff requisition process (ULTIPRO) and postings of Club CEO vacancy requisitions
  • Serve as point of contact to local Clubs to ensure effective execution of various grant funds, with responsibility for administrative functions associated with grant administration services to local Clubs
  • Utilize Letters of Agreement templates provided by Finance & Grants Management, track data for pass-through funding reports, and provide payment information to Finance & Grants Management team
  • Provide comprehensive/complex word processing to include setting up spreadsheets, graphics, layout and pagination, forms, mass communications, and data entry on Insight database system
  • Develop and manage small scale events and meetings for internal staff and for external members of BGCA cohort groups / task forces
  • Support of state, regional, and national events as assigned
  • Assist with pre and post logistics for assigned events, to include communications, shipping supplies and materials, and reconciling rosters
  • Handle day-to-day operations of an office, including responding to emails and answering calls, including hotline inquiries
  • Provide assistance in developing reports from BGCA automated systems and databases that provide Club information
  • Demonstrate BGCA mission-driven I*CARE values, and integrate these beliefs into our environment and ways of work
  • Adhere to organizational policies and procedures as described in BGCA’s Employee Handbook, Ethics Policy and elsewhere. 

Responsibilities

Project Management

  • Demonstrates extensive content knowledge of programs and initiatives, utilizing departmental systems and processes
  • Supports program and service units leads with the planning and implementation of programs, projects, trainings, events, committees, and special initiatives
  • Ability to make decisions and solve problems
  • Effectively scopes and charts the assigned project, making use of organizational project management tools
  • Monitors progress and resolves issues in a timely way when course correction is needed
  • Brings projects to closure

Collaboration

  • Supports collaborative, strategic and cross-departmental efforts to drive impact and/or organizational effectiveness
  • Builds trust and rapport with others quickly
  • Shares information in an open and transparent fashion

Integrity

  • Demonstrates BGCA mission-driven values of integrity, excellence, and inclusion
  • Treats others fairly, honestly, and consistently
  • Accepts responsibility for his/her actions and confronts unethical behavior, engaging HR and senior leadership as appropriate
  • Demonstrates confidentiality when required and appropriate

Execution

  • Delivers best in class services and resources to all internal and external customers guided by the highest standards of innovation and teamwork Drives for success and achieves results
  • Demonstrates a proven ability to take direction and provide input to develop deliverables that achieve organizational goals
  • Participates in operations and activities, carrying out tasks and assignments that fulfill departmental and organizational obligations
  • Applies logic and reasoning to identify new solutions or approaches to problems
  • Provides general administrative assistance as required for various programs, training initiatives, conferences, and meetings which contribute to the workflow of BGCA

Passion, Commitment and Knowledge of BGCA and Movement

  • Gives compelling testimony to the value of the organization and the work
  • Shows care and concern for youth.
  • Understands the Club Experience and outcome measurement
  • Understands or quickly learns BGCA culture, resources, and budgeting/financial process
  • Wide breadth knowledge of other department programs, initiatives, and functions
  • Supports the overall goals and direction of Boys & Girls Clubs of America and assists with other duties as required
  • Serves as a mission-led “culture-builder” to ensure that the values and core beliefs of our Movement are maintained
  • Able to represent BGCA to a range of audiences, including Club executives and staff, BGCA department leaders, and other stakeholders
  • Models professional behavior, attire, and presence at all times

Qualifications

  • Associate’s degree or a minimum of two years equivalent experience in business administration, project management, office management, customer service, communications, education, non-profit management, or a related discipline is required
  • Intermediate to advanced use of Microsoft Office Suite
  • 50-60 wpm typing with high degree of accuracy
  • Experience with project management tool
  • Excellent time management skills
  • Data entry experience

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