Administrative Assistant & Grant Compliance Requisition Number 2025-8215 Overview

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.Addendum: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. Qualifications High school diploma or equivalentOne year of office clerical experienceTraining in secretarial skills and use of common office equipmentTyping/keyboarding skills of at least 50 wpmGood written and verbal communication skillsGood organization skills and attention to detailStrong customer relations skillsAble to maintain strict confidentialityAddendum:

Required

High school diploma or GEDProficiency in Microsoft Office or Google Workspace (Docs, Sheets, etc.)Excellent communication, organizational, and problem-solving skillsMust pass a background check, fingerprinting, and drug screeningReliable transportation to and from the ClubValid driver's licenseHave or obtain through BGCK: CPR, Food Handlers, First Aid, & Other relevant trainings as requiredAbility to complete BGCK required trainings before beginning workAbility to work on your feet for several hours a dayProfessional demeanor and ability to maintain confidentialityAbility to independently draft communications, flyers, posts, or newsletters

Preferred

Associate’s or Bachelor’s degree in education, business, social work, or related fieldExperience working in youth-serving nonprofits, afterschool programs, or school environmentsExperience working with state, federal, or private grantsFamiliarity with SalesforceBilingual in English/SpanishUnderstanding of positive youth development principlesExperience 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 programsExperience 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.