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Operations Administrator

KEY ROLES: (Essential Job Responsibilities)

Administration/Office Management

  • Functions as a customer service representative in all interactions with club members and their families.
  • Maintain office files including general correspondence, contracts and agreements, records, reports, etc.
  • Answer incoming calls. Deliver telephone information/messages to appropriate personnel in a timely manner.
  • Recognize high priority and confidential mail as an essential priority.
  • Assure the preparation of purchases and/or check requests, facilities work requests and other forms for the Executive Director’s approval.
  • Maintain operational oversight of building security, maintenance, cleaning and liaison with the landlord.
  • Manage the requisition of office supplies and inventory, including oversight of the copier, fax machines and computers, assuring their continued functioning and instruction of other staff.
  • Support Board and committees, attend meetings and take meeting minutes.
  • Basic software support for all employees. Set up email addresses and distribution groups.
  • Work with outsourced IT vendor on system maintenance.


  • Accounts Payable, Accounts Receivable and billing in QuickBooks. Reconcile records monthly.
  • Daily deposits.
  • Oversees the maintenance of the payroll system, personnel records, etc. and processes various personnel action forms, i.e.: vacation, sick leave, attendance, etc.
  • Responsible for the data entry of employee payroll per organizational schedule.
  • Manage all insurance benefits for TOWBGC employees.
  • Oversees insurance policy renewals.
  • Other duties as assigned.

Membership Support

  • Maintain Member Tracking software for programs and summer day camp to include, but not limited to, registration, maintaining membership, billing adjustments and attendance.
  • Generate monthly membership reports or reports as needed by staff.
  • Generate monthly billing statements for all members, and ensure expedient payments of member fees; contact members via phone who owe money per collections policy. Reconcile billing monthly.
  • Develop collaborative partnerships with other youth serving organizations, members, parents, families and community organizations.
  • Other duties as assigned.

Special Event/Development Campaign Support

  • Work with Executive Director or Board Committee to plan and execute mailings associated with special events or various development campaigns.
  • Register guests for TOWBGC events via email and telephone, and check-in attendees at events. Including setting up online ticketing/donation processes.
  • Work with Executive Director to ensure supplies for events are procured and delivered to special event venues.
  • Ensure all donations and gifts are acknowledged according to the procedures outlined in the Board-approved Resource Development Policy.
  • Record, maintain and track gifts and acknowledgements in Donor Management software. Generate reports from the system as needed by staff.
  • Support Board Committees, as assigned.
  • Other duties as assigned.


  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe and QuickBooks.
  • Proficient in working in client/membership/donor management databases.
  • Extensive knowledge of administrative and office procedures and systems including typing, composing letters, as well as knowledge of basic business management and budgeting processes.
  • Excellent written & oral communication and interpersonal organizational skills in order to deal with a diverse group of individuals.
  • Must be a team player who is able to think logically and analytically.
  • Ability to work under pressure and produce results in a timely manner.
  • Ability to manage multiple tasks and to develop solutions to problems with limited supervision.
  • May be responsible for managing human resources programs and systems including recruitment, employee relations, compensation and benefits.
  • Maintains close contact with assigned staff to provide technical assistance in matters of programming and operations; interacts regularly with the Executive Director.
  • Ability to establish and maintain effective working relationships with Club staff, subordinates, Board members, community groups, and other related agencies.


  • Experience working for a nonprofit or youth development agency.
  • Bachelor’s Degree in business or related field from an accredited college/university or 3-5 years’ experience in an office manager or administrative coordinator position.
  • Experience working with Visions or similar member tracking software.
  • Experience in event planning and working with vendors.