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

• High school diploma or equivalent
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Typing/keyboarding skills of at least 50 wpm
• Good written and verbal communication skills
• Good organization skills and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Required
• High school diploma or GED
• Proficiency in Microsoft Office or Google Workspace (Docs, Sheets, etc.)
• Excellent communication, organizational, and problem-solving skills
• Must pass a background check, fingerprinting, and drug screening
• Reliable transportation to and from the Club
• Valid driver's license
• Have or obtain through BGCK: CPR, Food Handlers, First Aid, & Other relevant trainings as required
• Ability to complete BGCK required trainings before beginning work
• Ability to work on your feet for several hours a day
• Professional demeanor and ability to maintain confidentiality
• Ability to independently draft communications, flyers, posts, or newsletters
• Preferred
• Associate's or Bachelor's degree in education, business, social work, or related field
• Experience working in youth-serving nonprofits, afterschool programs, or school environments
• Experience working with state, federal, or private grants
• Familiarity with Salesforce
• Bilingual in English/Spanish
• Understanding of positive youth development principles
• Experience implementing structured activities for youth (STEM, literacy, sports, etc.)
• Knowledge of BGCA priority outcomes (Academic Success, Good Character & Citizenship, Healthy Lifestyles)
• Experience coordinating grant-funded or outcome-based programs
• Experience managing payments, invoices, or basic bookkeeping

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.