School Based Programs Specialist chez Boys & Girls Clubs of Greater Oxnard and Port Hueneme

Description

PRIMARY FUNCTION:          

Provide regular clerical and administrative support to the Director of School Based Programs, or other administrative staff as necessary. Prepare correspondence and reports, maintains schedule and calendar, maintains electronic and physical files, answers telephones.

KEY ROLES (Essential Job Responsibilities):

• Work closely with Director of School Based Program to supervise school sites and implement ASES grant requirement or other requirements requested by partnered school districts or BGCOP. Help train new coordinators and staff as needed.
• Assist with oversight and maintenance of Attendance Records per site, including audit and ensuring accuracy. Work closely with site coordinators and Attendance Committee, and report directly to Director.
• Perform regular clerical duties, prepare correspondence and reports as requested. Compose draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
• Maintain supervisor’s calendar, schedule meetings, and make travel arrangements as necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
• Maintain master schedule of Afterschool Program (ASP) activities, events, and curriculum implementation. Collect and disseminate information to ASP coordinators, program staff, volunteers, members and families as instructed.
• Schedule BGCOP related professional trainings and Paraprofessional testing. Maintain ASP master clearances for: Live scans, TB tests, CPR, First Aid, Paraprofessional Testing, and academic accomplishments.
• Answer telephones, provide general information, refer callers to other staff or take messages as needed.
• Organize electronic and hard copy filing systems, ensuring accuracy for ease of use.Maintain office space and equipment; order monitor office supplies and order as necessary. 
• Serve in BGCOP committees or projects as appointed or requested.
• Monitor and log staff attendance and transmit attendance data to payroll from time to time.
• Perform other related clerical or administrative duties as requested.Assumes other duties as assigned.
• Attends meetings with School Districts and Ventura County Office of Education at the discretion of Director.
• Ensures the smooth operation of the office in the absence of the Director of School Based Programs.
• Attend career fairs to promote and recruit, as needed.

RELATIONSHIPS:                                                                                     

Internal:  Maintains close, daily contact with Club staff coordinators, program aids (professional and volunteer) and supervisor to receive/provide information, discuss issues, explain guidelines/ instructions; instruct; and advise/counsel. 

External:  Maintains contact with members, families, school districts and the general public to give and obtain information, either in response to inquiries or as instructed by supervisor.

Requirements

SKILLS/KNOWLEDGE:

• Two-year degree in related field from an accredited college or university, or equivalent experience (BA preferred)
• Strong Management and leadership skills
• One year of office clerical experience
• Training in secretarial skills and use of common office equipment
• Good written and verbal communication skills
• Exceptional organization and attention to detail
• Strong customer relations skills
• Able to maintain strict confidentiality
• Goal oriented and outstanding time management
• Able to keep a great positive and can-do attitude
• Outstanding initiator
• Great working under pressure and deadlines

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

There are no specific physical requirements for this position.  A majority of the time is spent in an office sitting for extended periods of time at a workstation.  

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.

Benefits

• Pay Rate: $24.00-$25.00 per hour Depending on experience and education)
• Pension Plan (after meeting eligibility criteria)
• Paid Sick Time

• Training & Development