Administrative Services Coordinator

Job Title:

Administrative Services Coordinator

Reports To:

VP of Operations Division:
Operations Status:
Full-time Non-Exempt Compensation: $36,000-$45,000

Primary Function The Administrative Services Coordinator provides welcoming customer service, coordinates recruiting and employee onboarding, and supports the Board of Directors and CEO through corporate secretary duties. This position helps families access Club information and services,maintains accurate employee documentation, and organizes board meetings, communications,and official records.

Essential Duties & Responsibilities Customer Service & Office Support Answer incoming calls, monitor general email inquiries, greet visitors, and connect individuals with the appropriate staff. Provide accurate information about Club programs, registration, schedules, fees, and procedures. Assist families with registration systems, forms, and routine questions. Address routine concerns, document relevant details, and refer matters requiring additional attention to appropriate staff. Complete routine data entry, filing, correspondence, and document processing.

Maintain a welcoming reception area and coordinate office supplies.

Recruiting & Hiring Coordination Post approved job openings and support recruiting outreach to colleges, community partners, and other applicant sources. Monitor applications, maintain applicant records, and communicate with candidates throughout the hiring process. Schedule interviews and prepare materials for hiring managers. Coordinate reference checks and required pre-employment screenings. Prepare approved offer letters and hiring documents. Track hiring requirements and promptly communicate outstanding items to candidate sand supervisors.

Employee Onboarding & HR Compliance Support Coordinate new-hire paperwork, employment eligibility verification, and onboarding documentation according to established procedures. Schedule orientation and required training, and coordinate with supervisors to arrange necessary access, materials, and workplace information. Track completion of background checks, policy acknowledgments, training,certifications, and other requirements, including renewal dates. Confirm completion of required hiring and onboarding steps before assigned duties begin, as applicable, and flag outstanding requirements to leadership.

Maintain confidential personnel files and supporting records using established access,retention, and secure disposal procedures. Lead new employee orientation presentations, introducing the Club’s mission, policies,procedures, and workplace expectations. Prepare documentation and status reports for internal reviews, audits, and compliance needs. Answer routine process questions and refer policy interpretation, employee relations concerns, and sensitive matters to designated leadership. Maintain recruiting and onboarding checklists, forms, and tracking systems.

Corporate Secretary & Board/CEO Support Coordinate the board and committee meeting calendar with the CEO and board leadership. Arrange meeting logistics, distribute notices, and track attendance. Prepare and distribute agendas, board packets, and supporting materials in collaboration with the CEO and board chair. Attend board meetings, prepare accurate minutes, and coordinate their review, approval,and retention. Maintain official governance records, including bylaws, approved minutes, resolutions,board rosters, and committee assignments.

Prepare board correspondence and distribute approved communications on behalf of theCEO and board leadership. Track action items and follow up with responsible individuals at the CEO’s direction. Coordinate orientation materials and onboarding for new board members. Collect annual board disclosures and acknowledgments, track governance deadlines, and support related filings and documentation. Provide scheduling and document preparation support to the CEO for board-related business.

Qualifications High school diploma or equivalent required; additional education in business administration, human resources, or a related field preferred. Previous experience in customer service, administrative support, or human resources preferred. Experience supporting a nonprofit board or executive leader preferred. Strong interpersonal skills and a friendly, professional approach to working with families,applicants, employees, and board members. Strong organizational skills, attention to detail, and the ability to manage competing priorities and deadlines.

Clear…