Job Description

The Branch Support Specialist is responsible for assisting and supporting the Regional Vice President of Tarrant County. Independent judgment is required to plan, prioritize and organize diversified workload. Responsibilities include volunteer management, grant administration, administrative duties, operations support and data entry / evaluation.

Essential Functions and Responsibilities:

Volunteer Management:

• Accountable for volunteer program, including but not limited to recruitment, tracking of completion of organization volunteer requirements, orientation, matching, and database
• Serve as primary administrative liaison for coordination of volunteers with other internal departments such as Human Resources and Advancement
• Provide primary support for branch events that utilize volunteers including but not limited to special holiday events

Grant Administration:

• Coordinate the completion of grant objectives, including both operational and administrative grant reporting requirements with local branch leadership
• Coordinate with RVP, Senior Director of Grant Administration and local branch leadership to ensure all grant reporting is completed on time and accurately

Administrative Duties:

• Completes a broad variety of administrative tasks including: answer phone; manage calendar of appointments; complete reports; file, copy, scan, compose and prepare correspondence; arrange travel plans, itineraries, and agendas; compile documents for meetings and trainings; data entry, run reports, make purchases, and all other related administrative duties as assigned.
• Complete all administrative duties with accuracy and by deadline
• Communicate with leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a liaison between field operations and Regional Vice President - Tarrant County, having a sense for the issues taking place in the environment and keeping the RVP updated
• Work closely with the RVP - Tarrant County in the daily management of all appointments, phone calls, and scheduling of events

Operations Support:

• Provide support to all branch operation functions as needed
• Work in conjunction with other internal departments to identify, communicate and resolve operational issues

Data Entry / Evaluation:

• Manage administrative level functions for data entry, including, but not limited to: system auditing, report creation, and branch wide data oversight
• Support data related functions across all systems impacting branch operations at the request of the RVP - Tarrant County

Administrative Compliance:

• Complete all required reports and administrative duties on time.
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
• Comply with all administrative policies and procedures, processes and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively

Facility & Safety:

• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within required timeline

Relationships:

• Be a positive role model
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner

Attendance:

• Regular attendance is required; arrive on time, work required hours/shift, and leave at scheduled time

Requirements

Education and Work Experience Requirements:

• High School diploma or equivalent; some college preferred
• Two years of responsible administrative experience with demonstrated ability to perform duties

Minimum Qualifications:

• Ability to work regular business hours
• Ability to accurately handle multiple tasks simultaneously with accuracy
• Ability to build rapport and relationships
• Ability to work well with all levels of internal management and staff
• Ability to work well with external stakeholders
• Ability to maintain confidentiality at all times
• Ability to think critically and logically
• Effective oral and written communication skills
• Efficient typing skills and administrative skills
• Ability to be detail oriented and efficient
• Excellent customer service skills
• Excellent problem solving skills and possess good judgment
• Excellent phone and email etiquette
• Advanced organizational and planning skills
• Knowledge of database systems and ability to perform data entry
• Experience with Google Suite and Microsoft Office
• Must be able to pass agency background screens and drug screen at any time
• Must have reliable transportation, liability insurance, satisfactory driving record and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties

Preferred Qualifications:

• Bilingual
• Advanced technical understanding and experience with computer technology and software programs, particularly Google.
• Advanced ability to create spreadsheets using formulas
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage

The Boys & Girls Clubs of Greater Tarrant County is an equal opportunity employer. It maintains policies and practices that are designed to prevent discrimination against any qualified employee or applicant on the basis of race, color, religion, ancestry, national origin, sex, age, marital status, sexual orientation, disability and medical condition to the extent protected by law. This policy of nondiscrimination applies to all employment practices, including hiring, compensation, benefits, promotion, training, and termination.