Administrative Supervisor

Job Title

Under the direct supervision of the Executive Director, the Administrative Supervisor has the responsibility for support and assistance with projects and duties as assigned to ensure the successful management and operation of the organization, including coordination of resources and procedures to facilitate organization effectiveness and efficiency.

Essential Functions

• Recruit, hire, train and appropriately manage the performance of the staff under your supervision.
• Manage the day-to-day operations of the building to ensure quality space for programs, including building safety & cleanliness.
• Work with Executive Director and building maintenance to ensure that building accommodates member programs and other events.
• Ensure that office and cleaning supplies are stocked and readily available and when necessary, order supplies.
• Screen correspondence and decide or direct, as necessary, action on items except those that require attention of the Program Director. Where appropriate, respond to correspondence in a timely manner, immediately if necessary.
• Prepare operational reports and schedules to ensure efficiency.
• Design and implement filing systems and ensure filing systems are maintained and current.
• Handle customer inquiries and complaints.
• Assist with mailings, telephone calls and other communication for Club events.
• Prepare and maintain confidential correspondence between professional staff and individuals / groups both internal and external as needed or as directed by the Executive Director, including memorandums to staff.
• Ensure that all required documentation for new employees are completed and turned into the administrative office in a timely manner and per organizational policies and procedures.
• Ensure that files and records are current, complete, accurate, and accessible. For example, keep staff rosters, addresses, and phone numbers up-to-date and distribute to staff; keep Board roster up-to-date; and organize, maintain, and secure files and other records.
• Manage and maintain Kid Trax membership tracking system. Assist Program Director with monthly membership and attendance reports as needed or directed.
• Work with Board as assigned by the Executive Director, including, but not limited to sending board meeting notices to board members, attending board meetings to take notes, and setting up room for board meetings.
• Oversee the preparation of grant reimbursements and Purchase of Care and prepare and submit of purchase orders and check requests per organizational policies and procedures.
• Oversee and submit properly coded invoices and receipts to the administrative accounting office per organizational policies and procedures.
• Monitor and reconcile petty cash expenditures and reimbursements. Submit petty cash reports per organizational policies and procedures.
• Monitor Easy Choice compliance and make corrections as needed or directed.
• Oversee deposit and deposit summary form preparation.
• Articulate and reinforce Boys & Girls Clubs mission and core beliefs with employees and others who visit or contact the Club.
• Model professional demeanor and positive, cooperative attitude for employees, volunteers, supporters, and Club members in the Club and at Boys & Girls Club events.
• Protect confidential information and communication.