GENERAL FUNCTION AND DESCRIPTION:

The Prevention Services Administrative Assistant is responsible for program coordination, program support, reporting, administrative duties, data entry, and safety and administrative compliance. The goal of prevention services programs is to promote healthy choices and lifestyles, including presenting youth skills for managing emotions, communicating effectively, making positive choices, countering social influences, and refusing peer pressure.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES

Program Coordination

• Accountable for assisting supervisor with program coordination and activities

Program Support

• Accountable for providing program support to employees

Reporting

• Compile data and create required reports w/accuracy by deadline

Administrative Duties

• Answer phone calls, receptionist/front desk, complete required paperwork; data entry and data management, filing, schedule meetings, schedule travel arrangements, track and submit receipts, perform all other related administrative duties as assigned
• Complete all administrative duties with accuracy and by deadline

Data Entry

• Accountable for accurate and timeline data entry

Facility and Child Safety

• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within required timeline
• Maintain discipline, de-escalate conflict between members and/or others
• Obtain and renew CPR and First Aid certification by deadline

Administrative Compliance

• Complete all required reports and administrative duties on time.
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting. Ensure the effective completion of all assessment and measurement activities of programs
• Comply with all administrative policies and procedures, processes and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively

Relationships

• Be a positive role model
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner

Attendance

• Regular attendance is required; arrive on time, work required hours/shift, and leave at scheduled time

NONESSENTIAL DUTIES

• Complete all other duties as assigned

Education and Work Experience Requirements:

• High School diploma or equivalent; some college preferred
• One year of responsible administrative experience with demonstrated ability to perform duties

Minimum Qualifications Requirements:

• Ability to work regular program and business hours
• Ability to establish rapport and build relationships
• Ability to work well with all levels of internal management and staff
• Ability to accurately handle multiple tasks simultaneously
• Ability to maintain confidentiality at all times
• Ability to be detail oriented and efficient
• Ability to prioritize effectively and possess good judgement
• Excellent phone and email etiquette
• Knowledge of technology and software such as tablets, social media, cloud based tools, virtual meeting tools
• Knowledge of technology and software such as tablets, social media, cloud based tools, virtual meeting tools
• Excellent listening and interpersonal skills
• Efficient typing skills and administrative skills
• Knowledge of database systems and ability to perform data entry
• Must be able to pass agency background screens and drug screen at any time
• Must have reliable transportation, liability insurance, satisfactory driving record and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties

Preferred Qualifications

• Bilingual
• Experience with databases or data entry
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage