Posting Administrative Assistant & Grant Compliance

Admin & Program Coordinator

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.

Qualifications

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.