Administrative Assistant & Grant Compliance

Overview

The Admin & Program Coordinator is a key team member responsible for overseeing grants, reports, and records while supporting the front desk and program instructors under the CEO and Director of Operations at the Boys & Girls Club of Kingsville. This position ensures a welcoming, organized, and efficient experience for members and families while helping track, report, and manage activities tied to Club programs and services.

Responsibilities

Perform regular secretarial duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats. Proofread all materials for accuracy prior to supervisory review and signature.

Maintain supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.

Maintain master schedule of Club activities and events, collecting and disseminating information to Club staff, volunteers, members and families as instructed.

Ensure grant compliance and all reports & record keeping pertaining to programs. 

Answer telephones, providing general information, referring callers to other staff or taking messages as necessary.

Maintain electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.

Monitor office supply inventory and order supplies as necessary.

May be responsible for managing inventory of office equipment and service contracts, performing routine maintenance and contacting service representatives as needed.

 May serve as Club receptionist, greeting members and visitors and maintaining attendance and visitor logs.

May monitor and log staff attendance and transmit attendance data to payroll.

May use data tracking systems to track average daily attendance (ADA) and youth and teen participation.

Perform other related secretarial or administrative duties as requested.

Addendum:The Admin & Program Coordinator is a key team member responsible for overseeing grants, reports, and records while supporting the front desk and program instructors under the CEO and Director of Operations at the Boys & Girls Club of Kingsville. This position ensures a welcoming, organized, and efficient experience for members and families while helping track, report, and manage activities tied to Club programs and services.

Qualifications

• High school diploma or equivalent
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Good written and verbal communication skills
• Good organization skills and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Addendum:

  Required

  • High school diploma or GED
  • Proficiency in Microsoft Office or Google Workspace (Docs, Sheets, etc.)
  • Excellent communication, organizational, and problem-solving skills
  • Must pass a background check, fingerprinting, and drug screening
  • Reliable transportation to and from the Club
  • Valid driver's license
  • Have or obtain through BGCK: CPR, Food Handlers, First Aid, & Other relevant trainings as required
  • Ability to complete BGCK required trainings before beginning work
  • Ability to work on your feet for several hours a day
  • Professional demeanor and ability to maintain confidentiality
  • Ability to independently draft communications, flyers, posts, or newsletters

  Preferred

  • Associate’s or Bachelor’s degree in education, business, social work, or related field
  • Experience working in youth-serving nonprofits, afterschool programs, or school environments
  • Experience working with state, federal, or private grants
  • Familiarity with Salesforce
  • Bilingual in English/Spanish
  • Understanding of positive youth development principles
  • Experience implementing structured activities for youth (STEM, literacy, sports, etc.)
  • Knowledge of BGCA priority outcomes (Academic Success, Good Character & Citizenship, Healthy Lifestyles)
  • Experience coordinating grant-funded or outcome-based programs
  • Experience managing payments, invoices, or basic bookkeeping

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.