Blazers - Club Operations Coordinator

Job Description

Job Description

Location: Blazers Club - 5250 NE Martin Luther King Jr Blvd

On site, Full-time position.

Schedule: Monday - Friday (9:00 AM - 5:00 PM)

BGCP’S mission is to empower all young people to discover their full potential especially those who need us most. Our top priorities are to ensure an inclusive, diverse, and equitable work environment with an uncompromised commitment to safety. We are committed to filtering all policies and practices through an equity-based and trauma-informed care lens. We position ourselves as lifelong learners and seek individuals who have demonstrated dedication to creating safe and nurturing environments. We seek individuals who are dedicated to supporting extraordinary experiences for youth, are exceptional team members, have an investment in our surrounding communities, and are committed to ongoing personal growth and professional development.

Join our dynamic team and be prepared to be challenged, to work hard, and to participate in a vibrant, mission-driven environment. Be prepared to fall in love with the work we do and the youth with whom we are privileged to serve each day. For more information visit bgcportland.org.

BGCP is currently searching for a Club Operations Coordinator. Reporting directly to the Club Director, the Club Operations Coordinator provides hands-on operational support to Club Directors and Club teams, increasing day-to-day capacity and helping ensure safe, consistent, efficient, and high-quality Club operations.  This position serves as a bridge between Club-based staff and administrative functions, helping Club Directors manage operational responsibilities so they can remain focused on staff leadership, program quality, member engagement, and the overall Club experience. This is a highly visible, hands-on role that regularly works within Clubs to address immediate operational needs, provide staff coverage, support members and families, and coordinate systems and resources across the organization. This is a salaried, exempt position with an annual salary of $45,000 and does not have direct responsibility for staff supervision. BGCP staff receive a significant amount of professional development training each year, gaining valuable experience in youth development along with administrative and operations skills.

Benefits: 

• Medical, dental, vision and flexible spending account (FSA)
• 100% company-paid benefits such as life insurance
• Eligible for up to 120 hours of (PTO) per year.
• 11 Company-paid holidays
• Retirement plans with employer match 

Roles and Responsibilities

Day-to-Day Club Operations

Provide hands-on operational support to Club Directors and Club teams to ensure smooth daily operations, including:

• Provide staff coverage and substitute support when needed to maintain appropriate staffing and program continuity.
• Assist Club Directors and staff with member behavior management and implementation of Club expectations.
• Support general safety at the Club, including reporting (incidents/notifications), physical building and direct service safety, compliance (drills), and rentals as needed.
• Help troubleshoot day-to-day operational challenges that may impact programming, including volunteers/interns, guest speakers, and coverage.
• Assist with maintaining safe, welcoming, clean, organized, and youth-centered Club environments.
• Provide additional operational capacity during high-volume or high-need periods.

Membership, Registration & My Club Hub Support

Serve as an operational liaison between the administrative lead for My Club Hub (MCH) and the Club team, ensuring all membership-related systems are functioning effectively and efficiently, including:

• Support the Club Director and front desk with membership enrollment and member tracking, ensuring accurate member information.
• Support in managing payments, fees, scholarships, and Club and organizational donations.
• Identify and troubleshoot registration, membership, or data issues in partnership with the MCH administrative lead, front desk, and Club Director.
• Support transportation for partnerships and manage van schedules/logistics.
• Lead orientation with Club Director support.

Family Communications & Engagement

Support Club Directors with timely and consistent communication with Club families, including:

• Program-based family communication, such as calling home due to behaviors or incidents.
• Help respond to routine family questions and connect families with the appropriate Club or administrative staff when additional support is required.
• Support special communications (such as Blazers tickets and out-of-Club opportunities for families) throughout the year.

Youth & Family Supports

Help coordinate organization-wide and Club-based resources designed to support youth and families, such as Family Nights, Holiday Wishes, coat and clothing drives, vision clinics, school supply distributions, food and basic-needs resources, partner-sponsored family support activities, and other seasonal or emergency assistance initiatives. Coordinate logistics, identify participating families, communicate opportunities, manage distributions, and work with internal teams and community partners as appropriate, and support tracking in coordination with the Club Director.

Staffing & Membership Scheduling

Support Club Directors with maintaining accurate and effective staffing and membership schedules, including:

• Track Club staff schedules and anticipated coverage needs.
• Help identify staffing gaps and coordinate available substitute or operational support.
• Maintain visibility into Club membership schedules, attendance patterns, and anticipated daily participation.
• Help Club Directors align staffing capacity with expected member attendance and program needs.
• Communicate significant staffing or scheduling issues to appropriate organizational leadership.

Intern & Volunteer Recruitment & Coordination

Recruit, organize, and coordinate interns and volunteers who provide additional capacity to Club operations and programming, including:

• Identify ongoing and seasonal intern and volunteer needs with Club Directors.
• Collaborate with the administrative team to help recruit and coordinate individual interns and volunteers.
• Schedule individual interns and volunteers for Club Café, programs, special projects, events, and other operational needs.
• Ensure individual interns and volunteers are background checked and receive appropriate orientation, and understand Club expectations and youth-safety requirements, with support from the Club Director and appropriate supporting staff.
• Track individual intern and volunteer participation as needed for organizational reporting.

Seasonal Events & Special Projects

Provide operational and logistical support for major BGCP events, seasonal initiatives, and special projects, including Youth of the Year, Be Great Ball, Lemonade Day, BGCA-sponsored activations, corporate partner events and volunteer activations, holiday and seasonal activities, field trips and special youth experiences, and other organization-wide initiatives as assigned. Support may include logistics, transportation, staffing, volunteer coordination, family communication, member recruitment, registration, event setup, and on-site execution, in partnership with the Club Director.

Qualifications

• 2–3 years of experience as a Lead Youth Development Coordinator, or 1–2 years of experience as a Club Director or in a similar youth development or operations-focused role.
• Demonstrated experience supporting day-to-day operations in a youth development, education, or out-of-school-time setting.
• Strong organizational and multitasking skills, with the ability to manage multiple priorities across multiple Club sites.
• Comfortable working directly with youth and families and stepping into hands-on operational roles as needed.
• Experience with membership, registration, or attendance-tracking systems (e.g., My Club Hub or equivalent) preferred.
• Strong written and verbal communication skills, including the ability to communicate effectively with families, staff, and community partners.
• Valid driver's license, reliable transportation, and ability to safely operate a shuttle or organizational vehicle.
• Ability to pass required background checks and complete youth-safety training.
• Flexible, adaptable, and solutions-oriented, with a service mindset in support of Club Directors and frontline teams.

At Boys & Girls Club of Portland Metro, we also seek candidates with:

• A strong commitment to improving equity and accessibility in youth development.
• A commitment to anti-racist approaches to our work.
• Diverse life experiences.
• An openness to learning and giving/receiving feedback with colleagues.
• Experience collaborating with cross-functional team members to ensure information is shared, projects are completed on time, and goals are reached.

Working Conditions

• Primarily on-site across assigned Clubs; regular, hands-on presence in Club environments is required.
• Schedule may include early mornings, afternoons, occasional evenings, and weekends to support shuttle operations, events, and seasonal initiatives.
• Local travel expected throughout the Portland Metro region to support assigned Clubs and shuttle routes.
• Physical/Sensory Demands: Fast-paced working environment with extensive computer usage and online engagement. Must be willing to build inclusive relationships and collaborate with employees at all levels within the organization and external partners. Occasional lifting (up to 30 pounds), carrying, pushing, and/or pulling; some climbing; some stooping, kneeling, crouching, and/or crawling; and significant reaching, handling, speaking, writing, hearing, and fine finger dexterity; frequent standing, walking, and sitting. Specific vision abilities required include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus. High volume of work and strict adherence to workload may be stressful.
• Special Provisions: Occasional work outside of normal business hours, such as weekends and evenings, required.

The Application Packet

1. A resume.
2. A cover letter. The cover letter should address why you are interested in this opportunity and how your qualifications and experiences (both professional and/or lived) will make you a successful candidate for this position. The cover letter should also demonstrate your work experience and how it relates to the position's general requirements.

The Selection Process

1. Initial review of minimum qualifications
2. Application materials review
3. Consideration of top candidates
4. Background and reference checks

Note: Application information may be used throughout the entire selection process. This process is subject to change without notice.

Diversity and Inclusion:  At BGCP, we do not just accept difference; we value it and support it to create a culture of dignity and respect for our employees.

BGCP is proud to an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, military status, national origin or any other characteristic protected under federal, state, or applicable local law.

Under Oregon Law, qualifying veterans may apply for veterans’ preference.

BGCP gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact BGCP Human Resources in advance to request assistance.