Administrative Services Coordinator

Boys & Girls Clubs of America; Manhattan (KS); On-site; USD 36,000 - 45,000; Full time

Job summary

The Boys & Girls Club of Manhattan is seeking an Administrative Services Coordinator to provide welcoming customer service, coordinate recruiting and onboarding, and support governance activities for the CEO and Board of Directors. This role ensures families can access Club information, manages employee documentation, and maintains official records with confidentiality and accuracy.

The position requires strong organizational and communication skills, proficiency with Microsoft Office or Google

Qualifications

• High school diploma or equivalent required; additional business admin education preferred.
• Experience in customer service or administrative support is expected.
• Experience supporting nonprofit boards or executives is a plus.

Responsibilities

• Answer calls, monitor emails, greet visitors, and direct inquiries to staff.
• Assist families with registrations, forms, and procedures.
• Coordinate onboarding, staff records, and background checks.
• Prepare meeting materials, minutes, and governance documents for the Board/CEO.
• Support recruitment activities, job postings, and candidate communications.
• Maintain confidential personnel files and compliance records.

Skills

Customer service

Office administration

HR support

Communication

MS Office/Google Workspace

Education

High school diploma or equivalent

Business admin knowledge preferred

Tools

Registration systems

Applicant tracking

Employee records systems

Job description

Job Title: Administrative Services CoordinatorReports To: VP of OperationsDivision: OperationsStatus: Full-time Non-ExemptCompensation: $36,000-$45,000Primary FunctionThe Administrative Services Coordinator provides welcoming customer service, coordinatesrecruiting and employee onboarding, and supports the Board of Directors and CEO throughcorporate 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 & ResponsibilitiesCustomer Service & Office Support Answer incoming calls, monitor general email inquiries, greet visitors, and connectindividuals with the appropriate staff. Provide accurate information about Club programs, registration, schedules, fees, andprocedures. Assist families with registration systems, forms, and routine questions. Address routine concerns, document relevant details, and refer matters requiringadditional 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, communitypartners, and other applicant sources. Monitor applications, maintain applicant records, and communicate with candidatesthroughout 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 candidatesand supervisors.Employee Onboarding & HR Compliance Support Coordinate new-hire paperwork, employment eligibility verification, and onboardingdocumentation according to established procedures. Schedule orientation and required training, and coordinate with supervisors to arrangenecessary 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 dutiesbegin, 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 complianceneeds. Answer routine process questions and refer policy interpretation, employee relationsconcerns, 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 boardleadership. Arrange meeting logistics, distribute notices, and track attendance. Prepare and distribute agendas, board packets, and supporting materials in collaborationwith 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, andsupport related filings and documentation. Provide scheduling and document preparation support to the CEO for board-relatedbusiness.Qualifications High school diploma or equivalent required; additional education in businessadministration, human resources, or a related field preferred. Previous experience in customer service, administrative support, or human resourcespreferred. 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 competingpriorities and deadlines. Clear written and verbal communication skills, including the ability to prepare accuratemeeting minutes and correspondence. Proficiency with Microsoft Office or Google Workspace and the ability to learnregistration, applicant tracking, and employee record systems. Sound judgment and the ability to protect confidential family, employee, and boardinformation. Ability to work effectively with people from varied backgrounds. Commitment to the mission of the Boys & Girls Club of Manhattan. Successful completion of required background checks and organizational screenings.Working ConditionsWork is primarily performed in an office setting and involves regular computer use andinteraction with the public. Occasional travel to Club locations or recruiting events may berequired. Availability for board meetings outside regular office hours is expected.Scope of ResponsibilityThis position coordinates routine administrative, HR, and board support processes underleadership’s direction. Hiring decisions, compensation decisions, policy interpretation, andemployee relations matters remain with designated leadership. Governance decisions remainwith the Board of Directors. Any formal appointment as a corporate officer is determinedseparately under the organization’s bylaws.Other related duties may be assigned.DISCLAIMER:The information presented indicates the general nature and level of work expected of employeesin this classification. It is not designed to contain, nor to be interpreted as, a comprehensiveinventory of all duties, responsibilities, qualifications, and objectives required of employeesassigned to this job.