ASES Site Supervisor

Job Description

Job Description

Clubs and school sites (Location may change due to business needs)

DEPARTMENT/PROJECT OVERVIEW

The Boys & Girls Clubs of Greater San Diego (BGCGSD or Clubs) CHANGES LIVES through quality programs and guidance in a safe, affordable and fun environment. BGCGSD’s mission is to inspire and enable youth to achieve academic success, build good character and responsible citizenship and make healthy lifestyle choices. We have been providing a safe, fun and positive environment at our sites with trained and dedicated professional. Members are involved in age-appropriate activities based upon our three priority outcomes of Academic Success, Character Development and Healthy Lifestyles.

POSITION OVERVIEW

The ASES Site Supervisor coordinates, implements, and oversees the success of the After School Education and Safety (ASES) Program. Collects and analyzes achievement data. Maintains strong connection between the school day and the after school program. Coordinates and develops learning and enrichment partnerships with community and youth service agencies. Manages the recruitment of Program Leaders, and participates in the selection of students for the after school program. Leads, inspires, trains and assesses part-time staffs who work at the ASES sites. With direction from the Regional Manager, strengthen and align the BGCGSD educational and enrichment programs in accordance with ASES grant funding guidelines and BGCGSD program requirements and expectations.

1. PROGRAM DEVELOPMENT AND IMPLEMENTATION

1. Maintains accurate and up-to-date human resource files, records, and documentation.
2. Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
3. Maintains the integrity and confidentiality of human resource files and records.
4. Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
5. Provides clerical support to the HR department.
6. May assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks.
7. Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
8. Conducts or assists with new hire training.
9. Conduct Data entry into the HRIS.
10. Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
11. Cultivates positive relationships with staff.
12. Performs other duties as assigned.

2. BUDGET, FINANCE AND REPORTING

1. Monthly reports must reflect all activities, attendance and participation, review weekly Group Leader reports, to be included in weekly report to the ASES Manager.
2. Work with admin team in the administration of grant requirements and member participation to satisfy grant requirements; earn all potential grant revenue.
3. Control Club site expenditures within budgeted allotments Accountable for the proper maintenance of all financial documentation and records in accordance with BGCGSD policy and procedures.

3. OUTREACH AND PROMOTION

1. Maintain current and active membership in a local service club and/or approved community organization.
2. Develop and maintain public relations to increase the visibility of programs, services and activities within the Club and the community.
3. Schedule monthly meetings with principal to build and maintain relationship with school leadership.
4. Develop and implement an annual outreach plan that includes details of Club site promotion.
5. Establish goals for recruitment of program volunteers.
6. Develop site-specific information, calendars, and publicized events and submit to Development for posting on the Web site and relevant social media outlets.
7. Support organizational standards regarding internal and external Club messaging, marketing materials, and logo usage.

4. RESOURCE DEVELOPMENT AND MANAGEMEN T

1. Work with the Development team to annually solicit funds from appropriate local service clubs.
2. Document all donations and gifts, whether in-kind or other, timely and accurately as outlined by policy.
3. Work with ASES Manager to create annual contribution goal plan; develop steps to meet identified goal.
4. Support organizational-wide and any local fundraising events as needed.

5. FACILITY MANAGEMENT

1. Ensure new cleaning/disinfecting protocols are being followed.
2. Responsible for site remaining clean, neat, organized and in good repair.
3. Report all facility repair requests to the school administration/janitorial team for scheduling.
4. Keep all equipment in good repair and ready for play; maintain a clean and orderly Club.
5. Maintain an up-to-date inventory of Club equipment and supplies.
6. Make certain that program areas are well lit, and that club equipment is maintained in good working conditions.

6. PERSONNEL MANAGEMENT

1. Assist with supervision of youth), in various recreational and developmental activities in multiple areas
2. Supervise club staff
3. Maintain accurate records of volunteers.
4. Communicate any potential issue or concern regularly with ASES Manager regarding personnel, parent, peer, partners or Club members.
5. Conduct an annual, written performance evaluation (which include goals and objectives to be met over the next evaluation period) of each subordinate staff member.
6. Ensure that all subordinate staff attends all mandatory staff training.
7. Communicate all proposed written performance documentation, issues, and concerns with subordinate staff.

7 . SAFETY & WELLNESS

1. Ensure a safe, clean, and welcoming environment for all youth, staff, and visitors by consistently enforcing safety protocols and organizational policies.
2. Be proactive in identifying and reporting any safety concerns or maintenance requirements to ensure a safe working environment for everyone.
3. Participate in safety drills and contribute to ongoing risk assessment and emergency preparedness efforts.
4. Contribute to the ongoing improvement of Club safety and wellness policies and procedures across the Club

QUALIFICATIONS

1. Four year degree from an accredited college or university with a minimum of two (2) years relevant experience working in a Boys & Girls Club; or an equivalent combination of knowledge and experience. (Required)
2. Demonstrated leadership to coordinate and evaluate the efforts of staff in the accomplishment of program goals, set performance standards by observing behavior, providing objective feedback, and counseling and implement corrective actions as needed to mediate disputes and resolve conflicts. (Required)
3. Management skill to develop and implement long-range and operational plans and to identify and effectively coordinate resources to meet program needs; working knowledge of budget preparation, control, and management; skills in fund-raising events. (Required)
4. Aptitude to work well under pressure with multiple time constraints and changing deadlines. Must be able to work in an environment with shifting priorities and frequent interruptions. (Required)
5. Exceptional interpersonal and communication skills. Ability to interact and communicate effectively with a wide range of personalities using tact, diplomacy, and flexibility. Strong oral and written communication skills to convey accurate and correct information effectively through personal presentations and written material. (Required)
6. Supervisory skills to effectively lead, motivate and manage staff; delegate and reassign tasks, monitor production and quality of work, set performance standards, assess individual capabilities and workloads, conduct performance evaluations, and mediate conflicts. (Required)
7. Solid analytical skills for identifying areas for improvement and developing innovative solutions. Ability to recognize problems, conflicts or impact to others, research options, present alternative, implement solutions and follow through to ensure goals are met.
8. Experience using data systems and cash handling. (Preferred)
9. Proficiency in using Microsoft Office suite; (Word, Excel, Outlook) Experience in scheduling and maintaining multiple calendars in Microsoft Outlook. Verified knowledge in database system management and reporting. (Required)
10. Demonstrated skills in facilities management; planning and implementing fund-raising events and volunteer management. (Required)
11. Maintain partner certifications and trainings, i.e., CPR/First Aid; Food Handlers, etc. (Required)
12. Demonstrated presentation skills and experience conducting training, workshops and seminars to various audiences. Knowledge of coaching strategies, and program evaluation techniques. (Required)
13. Previous work experience within a nonprofit or grant making foundation is a plus; or similar organizational planning and supervising activities based on the developmental needs of young people. (Preferred)
14. Valid California Commercial Driver's License (CDL) OR CDL (Class B) license; Passenger and School Bus Endorsements; Air Brake Certification; DOT Medical Examiners Certificate within 9 months. (Acquired)

Special Conditions of Employment:

• Successful completion of pre-employment background check
• Maintains compliance with the organization's drug-free workplace policy
• Valid Driver’s license and verification of insurance.
• Occasional weekend and evenings in support of fundraising events, committee meetings and activities.
• Certified school bus driver or ability to attain certification within 9 months.
• CPR & First Aid Certification.
• Clear TB test as required by the school district.

BENEFITS WE OFFER

• Medical, dental, vision, vacation, and sick leave
• Discounted membership
• 401(k) savings and investment plan with employer match
• Professional Development
• Staff Member Discounts and Perks

The information presented is intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

DISCRIMINATION STATEMENT

The BGCGSD prohibits discrimination against current staff or applicants on the basis of sex (including pregnancy, childbirth or related medical conditions), race, religion, color, national origin, physical or mental disability, protected medical condition, marital status, age, sexual orientation, gender identity, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law. BGCGSD is an equal opportunity employer.