Front Desk Coordinator

Boys-; Hillsboro (OR); On-site; USD 38,000 - 48,000; Full time

Job summary

Boys & Girls Club of Hillsboro is seeking an Administrative/Data Support Specialist to oversee daily data management, grant reporting, and broad administrative duties. You will serve as the main data resource for branch operations, maintain accuracy in reports, and support safety and visitor check-in processes.

You will collaborate across departments, maintain confidentiality, and ensure timely communication with branch leadership.

Qualifications

• High School diploma or equivalent; some college preferred.
• Two years of responsible administrative experience.
• Must pass agency background screens and drug screens.

Responsibilities

• Accountable for daily operations of data management systems and membership information oversight.
• Serve as primary data resource for branch operations staff.
• Act as internal data auditor to ensure accuracy and compliance with processes.
• Provide support for completion of branch grant objectives and reporting.
• Complete a broad variety of administrative tasks including answering phones, calendar management, reporting, data entry, and correspondence.
• Provide support to all branch operation functions and collaborate with other departments to resolve issues.
• Be the primary contact for visitors and callers during program hours, and build positive relationships with youth, families, and community stakeholders.
• Complete all required reports and ensure timely documentation and data reporting.
• Ensure adherence to all safety policies and practices; manage check-in/out processes and facility vestibule where applicable.
• Maintain regular attendance and communicate upcoming commitments.

Skills

Data management

Customer service

Administrative skills

Communication

Attention to detail

Confidentiality

Time management

Typing

Problem-solving

Teamwork

Education

High School diploma or equivalent

Some college preferred

Tools

Google Suite

Microsoft Office

Job description

Description

Essential Duties

Data Management

• Accountable for daily operations of data management systems, with specific responsibility for membership information oversight
• Serve as a primary data resource for branch operations staff
• Act as internal data auditor to ensure accuracy and compliance with operational processes for all applicable data systems

Grant Support

• Provide support for the completion of branch grant objectives related to reporting or data-specific activities
• Coordinate with branch leadership to ensure all grant reporting is completed on time and accurately

Administrative Duties

• Completes a broad variety of administrative tasks including answering the phone; managing calendar appointments; completing reports; filing, copying, scanning, composing, and preparing correspondence; compiling documents for meetings and training; data entry, running reports, making purchases, and all other related administrative duties as assigned
• Complete all administrative duties with accuracy and by deadline
• Communicate with branch leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately

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

Customer Service

• Act as the primary initial point of branch contact for all persons entering or calling the facility during program hours
• Build strong, positive relationships with youth, parents/families, and community stakeholders through high-quality customer service practices

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

• Provide primary safety oversight for the daily check-in / out process of youth and visitors
• Manage the vestibule area of the branch facility (where applicable) to ensure all activities align with the organization’s standard safety procedures for this area
• 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 the 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 the 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 Requirements

• 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 screens 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
• Customer service experience
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage