Boys & Girls Clubs of America named "One of the Best Nonprofits to Work for in 2017, 2018 and 2019" Indeed.com

Boys & Girls Clubs of America is the nation's premier youth development organization. Our programs, training and services impact nearly 4 million children and teens every year. We are always looking for qualified professionals with a passion for improving young lives, as a member of our national staff.  We have strong values, embrace diversity and offer great benefits to allow our employees to maintain work/life balance.

LOCATION: This position is onsite, office-based in Atlanta, GA (hybrid model - 3 days remote / 2 days in office- Tuesday & Wednesday)

The Business Support Specialist will provide business support for BGCA’s Field Operations Team of field facing staff through grants management, financial management, event logistics and special projects.

ESSENTIAL FUNCTIONS
• 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.
• Provides support for BGCA’s National, Keystone and Regional Conferences and other Field Operations learning events.
• Assists with contract management across the Field Operations department.
• Follow ups with all requests and inquiries to ensure questions are answered and problems are resolved effectively and in a timely manner.
• Assists other staff as requested within Smartsheet project management tool, adhering to specified deadlines and making necessary updates.
• Special projects/initiatives as directed by Vice Presidents and Directors in Field Ops.
• Club membership and program chartering and site status change follow-up.
• Utilizes systems connecting Clubs to BGCA, referring to intranets and adhering to departmental protocol and processes.
• Processes BGCA National Service Recognition Program Awards.
• Maintains automated Club staff requisition process (iCMS) and postings of Club CEO vacancy requisitions.
• Serves 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 approved Letters of Agreement templates to track data for pass-through funding reports If assigned, serve as point of contact to local Clubs to ensure questions are answered or issues are resolved timely in regards to payments from or to BGCA.
• Acts as financial liaison on various Business Support, Finance & Events projects to ensure team adheres to Field Operations’ financial stewardship goals Provide support to include setting up spreadsheets, graphics, layout and pagination, forms, mass communications, and data entry on Insight database system.
• Troubleshoots coding or other COUPA issues with Financial Services.
• Ensures vendor W9s, address changes, & other invoice/LOA payment-related issues are processed timely.
• Invoice/LOA payment tracking via use of project management tool to ensure timely payments to vendors & Clubs.
• Assists Business Intelligence team with data requests as needed.
• Develops and manages small scale events and meetings for internal staff and for external members of BGCA cohort groups / task forces.
• In partnership with the Sr. Director, YD Operations & under the direction of the Director, Business Support, Finance & Events, assist in the Field Operations’ LOA process.
• Serves as designated point of contact for Accounts Payable and Accounts Receivable for Field Operations’ financial needs.
• Provides financial support for BGCA’s National, Keystone and Regional Conferences and other Field Operations learning events.
• Assists with post-conference reporting within designated timeframe.
• Travels to on-site location to manage registration for meetings as needed based on Tier level.
• Leads completion of administrative duties for assigned Conferences & Learning Events including; hotel and vendor contracts, invoices and summarizing hotel proposal.
• Assists with Conferences and Learning events registration as directed by supervisor.
• Develops tools to track success and best practices; providing comprehensive reports to key departmental stakeholders.
• Serves as cross-functional team member in collaboration for BGCA learning events.
• Creates monthly reports for Field Operations management team and as needed; including goal performance and project status.
• Builds and maintains relationships with local hotels with the purpose of negotiating hotel services that benefit BGCA.
• Develops, implements and communicates policies regarding booking hotels and events to improve processes and retain integrity of data associated.
• Assists with reconciliations for events as assigned; including but may not be limited to rosters, registration & exhibitor revenue, hotel bill reconciliations.
• Works with other Business Support Specialists as needed for various “all hands” projects as they arise.

ADDITIONAL RESPONSIBILITIES
• Assists with pre and post logistics for assigned events, to include communications, shipping supplies and materials, and reconciling rosters.
• Handles day-to-day operations of an office, including responding to emails and answering calls, including hotline inquiries.
• Provides assistance in developing reports from BGCA automated systems and databases that provide Club information.
• Demonstrates BGCA mission-driven I*CARE values, and integrate these beliefs into our environment and ways of work.
• Adheres to organizational policies and procedures as described in BGCA’s Employee Handbook, Ethics Policy and elsewhere.

SUPERVISION EXERCISED
• No direct Reports

EDUCATION AND EXPERIENCE
• 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.

SKILLS

Project Management
• Demonstrates extensive content knowledge of programs and initiatives, utilizing departmental systems and processes including the Desk Reference Guide
• 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 timely and effectively

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; updating and providing additional information in Desk Reference Guide as necessary
• 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
• Intermediate to advance 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
• Good grammar, strong customer service, and communication skills
• Strong planning and organizational skills, with great attention to detail
• Self-starter with the ability to prioritize and carry-out multiple tasks

ABILITIES
• Ability to make sound decisions and solve problems
• Ability to work individually and as part of a team, contributing to the greater good of the administrative team, department and BGCA
• Ability to exchange ideas, facts, and information clearly and concisely in person, by telephone, fax or correspondence
• Physical requirements include sitting for four plus hours a day, standing, stooping and bending; sight, hearing, and successful communication includes speaking, writing, and reading comprehension
• Qualified candidates must be able to pack and lift boxes, displays, etc. of various sizes and weights

ENVIRONMENTAL & WORKING CONDITIONS

• Normal Office Environment
• Travel minimal- up to 5% annually