Administrative Assistant​/Program Leader

Description

Job Title:
Administrative Assistant/Program Leader

Location:
San Francisco Community School-Based Site

Position Type:
Full Time, Non Exempt

Reports to:
School-Based Club Director

Since 1891,
Boys & Girls Clubs of San Francisco (BGCSF) has provided high-quality, community-based youth development services to youth in San Francisco. Our mission is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible, and caring citizens. We impact the lives of Club members, primarily ages 6 to 18, by focusing on academic success, healthy lifestyles, good character, community engagement, and job readiness with earning potential.

We are nationally recognized for the high-quality of our programs and comprehensive approach to serving youth. Whether you’re joining our administrative team, a Clubhouse team, a school-based team, or our Camp Mendocino team, you’ll be surrounded by enthusiastic, talented, and passionate colleagues who wake up every day ready to inspire young people to reach their full potential.

Under the direct supervision of the School-Based Club Director, the Administrative Assistant/Program Leader primary role is to provide administrative and program support to the School-Based Club Director as assigned, primarily focusing on management of attendance data, the after school member pickup process, providing support as a float Program Leader, and carrying out administrative duties during the day.

This position is full-time 40 hours weekly.

• Collect and input attendance data, prepare attendance sheets for the team daily, print EMS (Electronic Member System) sheets, collect & review EMS sheets to ensure they are audit-ready
• Maintain data accurately and according to prescribed standards and guidelines, including troubleshooting errors in entries and reporting on information by deadlines.
• Establish systems to ensure staff provide consistently accurate data in a timely fashion, including clearly communicating expectations.
• Support Program Leaders in academic success outcome area through maintaining Power Hour data collection process, collecting quarterly academic reports, and assisting in tracking IEP and 504 plans
• Sustain open lines of communication with supervisor and staff regarding areas for improvement, updates to existing systems, and requests for support

• Assist in managing the Club’s main office
• Answer phone calls, retrieves voicemails, responds to emails and works directly with parents
• Contact parents to provide updates on youth injuries or incidents, ensuring clear and professional communication

• Step in to provide coverage and support for team members as needed, ensuring smooth program implementation
• In the event of a staffing gap, develop and implement age-appropriate lesson plans that promote personal growth, educational achievement, and character development as needed
• Gather materials and prepare lesson plans in advance for on-call staff
• Assist with de-escalation and behavior management strategies and conduct restorative conversations with youth to address behavior concerns
• Provide facilitation support to allow program leaders to focus on managing behavior effectively
• Supervise youth in the office after school when they require a space outside their classrooms for reflection or calming down
• Assess and address youth injuries, providing appropriate first aid as needed
• Set clear standards and foster a culture of mutual respect between staff, youth, and the broader community served
• Work closely with colleagues to ensure program goals are met

• Create and distribute monthly newsletters, create and