Office Manager
Listed on 2026-07-31
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Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management
Join a Team That’s Building Great Futures!
Are you an organized, resourceful professional who thrives in a fast-paced environment and believes in the power of youth? The Boys & Girls Club is seeking a dedicated Office Manager to keep our operations running smoothly so our team can focus on what matters most - serving kids and teens in our community.
As Office Manager, you’ll play a key role in supporting our mission by ensuring efficient administrative operations, creating a welcoming environment for staff and families, and helping our Club run at its best every day. If you're passionate about youth development and love keeping things organized and on track, we want to hear from you.
Purpose of Position:The Boys and Girls Club of Flagstaff seeks a responsible and flexible Office Manager to support our daily operations, enabling us to provide a safe and nurturing environment for children to learn and grow.
In this role, you will: support the CEO and other Directors in an administrative role for the Boys & Girls Club of Flagstaff. You will provide general administrative support, including membership database management, answering phones and emails, billing, bookkeeping, meeting minutes, supply management, and other duties as assigned. Assist with day-to-day operations, supply management, and building management. Assist with volunteer management as well as marketing and outreach.
Hours: 10:30 am to 6:30 pm, Monday through Friday.
Some nights and weekends may be required for scheduled meetings and events.
EssentialJob Responsibilities:
MEMBERSHIP MANAGEMENT
Under the direction of the Director of Operations, you will manage data in the organization’s Member Tracking System by ensuring accuracy of demographic and financial data; accurately updating attendance regularly, and sending out bills to families in a timely fashion.
Master navigation of My Club Hub Software on admin, staff, and parent portals.
Communicate with current families and interested community members regarding Club policies, hours, fees, registration process, and more.
Record daily attendance using the membership software management system.
Collect documents related to Tuition Assistance and communicate with families regarding cost, scholarships, and bills.
Answer the front desk phone promptly and professionally.
Answer emails and compose correspondence on behalf of the organization through the administrative account.
Assist Youth Development Professionals as needed to ensure safety and quality of programs.
Schedule meetings for Directors as needed.
Take minutes in meetings and share with relevant staff.
Provide general office support to ensure functionality of the organization, including but not limited to: printing, scanning, filing, archiving, organizing, cleaning, and more.
Greeting and assisting visitors.
Maintain and regularly update parent announcement boards and staff announcement boards.
Providing site tours to interested parents, community members, and Board members.
Assisting in the maintenance and repair of buildings, equipment, and other facilities, and ensuring that all Club facilities and activities maintain safety standards and practices that meet all local, state, federal, organizational, and BGCA regulations.
Maintain and regularly check the mailbox, on a consistent schedule, including receiving and distributing deliveries.
Coordinate Club facility rentals with the Director of Operations and Partnerships based on availability. Maintain communication regarding billing, set-up, opening, and lock-up procedures.
Support the success and onboarding of volunteers or interns
Process applications and required paperwork.
Complete background checks before the start date.
Confirm volunteer or intern availability and schedule.
Issue identification badges and any necessary access materials.
Maintain sign-in/sign-out sheets for attendance tracking.
Collect and submit volunteer hour forms to the appropriate offices for official recordkeeping.
Maintain consistent communication with volunteers and interns regarding schedules, expectations, and updates.
Collaborate with Directors and staff to assign…
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