Office Manager

Job Description

Job Description

Join a Team That’s Building Great Futures!

Are you an organized, resourceful professional who thrives in a fast-paced environment and believes in the power of youth? The Boys & Girls Club is seeking a dedicated Office Manager to keep our operations running smoothly so our team can focus on what matters most— serving kids and teens in our community .

As Office Manager, you’ll play a key role in supporting our mission by ensuring efficient administrative operations, creating a welcoming environment for staff and families, and helping our Club run at its best every day. If you're passionate about youth development and love keeping things organized and on track, we want to hear from you.

Purpose of Position:

The Boys and Girls Club of Flagstaff seeks a responsible and flexible Office Manager to support our daily operations, enabling us to provide a safe and nurturing environment for children to learn and grow. 

In this role, you will: support the CEO and other Directors in an administrative role for the Boys & Girls Club of Flagstaff. You will provide general administrative support, including membership database management, answering phones and emails, billing, bookkeeping, meeting minutes, supply management, and other duties as assigned. Assist with day-to-day operations, supply management, and building management. Assist with volunteer management as well as marketing and outreach.

Hours: 10:30 am to 6:30 pm, Monday through Friday.  

Some nights and weekends may be required for scheduled meetings and events.

Essential Job Responsibilities:

MEMBERSHIP MANAGEMENT Help BGCF collect and manage data so that we can commit to Continuous Quality Improvement.

1. Under the direction of the Director of Operations, you will manage data in the organization’s Member Tracking System by ensuring accuracy of demographic and financial data; accurately updating attendance regularly, and sending out bills to families in a timely fashion.

2. Master navigation of MyClubHub Software on admin, staff, and parent portals. 

3. Communicate with current families and interested community members regarding Club policies, hours, fees, registration process, and more.

4. Record daily attendance using the membership software management system.

5. Collect documents related to Tuition Assistance and communicate with families regarding cost, scholarships, and bills.

ADMINISTRATIVE SUPPORT & OFFICE MANAGEMENT Support the success and daily function of the organization.

1. Answer the front desk phone promptly and professionally.

2. Answer emails and compose correspondence on behalf of the organization through the administrative account.

3. Assist Youth Development Professionals as needed to ensure safety and quality of programs.

4. Schedule meetings for Directors as needed.

5. Take minutes in meetings and share with relevant staff.

6. Provide general office support to ensure functionality of the organization, including but not limited to: printing, scanning, filing, archiving, organizing, cleaning, and more.

7. Greeting and assisting visitors.

8. Maintain and regularly update parent announcement boards and staff announcement boards.

9. Providing site tours to interested parents, community members, and Board members.

10. Assisting in the maintenance and repair of buildings, equipment, and other facilities, and ensuring that all Club facilities and activities maintain safety standards and practices that meet all local, state, federal, organizational, and BGCA regulations.

11. Maintain and regularly check the mailbox, on a consistent schedule, including receiving and distributing deliveries. 

12. Coordinate Club facility rentals with the Director of Operations and Partnerships based on availability. Maintain communication regarding billing, set-up, opening, and lock-up procedures.

VOLUNTEER MANAGEMENT

Support the success and onboarding of volunteers or interns

1. Process applications and required paperwork.

2. Complete background checks before the start date.

3. Confirm volunteer or intern availability and schedule.

4. Issue identification badges and any necessary access materials.

5. Maintain sign-in/sign-out sheets for attendance tracking.

6. Collect and submit volunteer hour forms to the appropriate offices for official recordkeeping.

7. Maintain consistent communication with volunteers and interns regarding schedules, expectations, and updates.

8. Collaborate with Directors and staff to assign shifts, tasks, and program support roles.

MARKETING & OUTREACH Assist BGCF in expanding our community impact and increasing awareness of our services.

1. Design and distribute fliers to advertise in-house events and services, utilizing approaches/platforms such as Canva, Peachjar, social media (if applicable), door-to-door flier drop-offs, and more.

2. Communicate events and programs to parents using the SMS System and other strategies.

3. Ideating new out-of-the-box ways to market our services to families in need.

4. Support tabling events by scheduling on directors’ or YDP’s calendars, prepping materials, ordering incentives, and registering new members.

Required Qualifications:

1. At least (1) ONE year of administrative experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

2. At least (1) ONE year of customer service experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

3. Intermediate to Advanced knowledge of Google Suite, Microsoft Office Suite, and email etiquette.

4. Candidates must be able to pass a drug test, criminal and driving records investigations, and reference checks.

5. Must be at least 18 years of age and have valid identification.

6. Must be available to work during Flagstaff Unified School District breaks, including but not limited to: Fall Break, Winter Break, Spring Break, Summer Break. 

7. Ability to withstand stress and handle multiple, concurrent tasks and constant interruptions.

8. Technical and computer literacy skills to perform membership management and advertising tasks.

9. Ability to interact/communicate at the executive level.

10. Ability to read and interpret documents, perform highly detailed work, and perform mathematical functions.

11. Ability to effectively manage multiple tasks and ability to develop, implement and manage multiple work projects.

12. Ability to relate to individuals and groups in a manner that will inspire respect and confidence.

13. A commitment to continuous learning.

14. Knowledge of standard office policies and procedures.

Desired Qualifications:

1. CPR and First Aid Certifications.

2. High School Diploma or GED

3. Previous experience encouraging financial commitments to an organization.

4. Previous experience working with groups of youth of all ages.

5. Previous experience planning community events.

6. Previous experience with marketing and outreach in a nonprofit setting.

Physical Demands:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk and stand for extended periods of time. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move more than 100 pounds. The employee is required to drive a vehicle for extended periods of time. Specific vision abilities required by this job include depth perception. The employee is required to sit for periods of time to perform functions on the computer.

Work Environment:

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and extreme cold. The noise level in the work environment is usually moderate to high.

Disclaimer:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

It is the policy of the Boys & Girls Club of Flagstaff to provide equal opportunities without regard to race, color, religion, national origin, gender, sexual preference, age or disability.