Executive Operations Coordinator

​​​​​​ Job Title :

• Executive Operations Coordinator Employment Type : Full-time Location : Administrative Office Status : Hourly / Non-Exempt Compensation : starting salary of $60,000 / annually Schedule : Primarily Monday to Friday, 9 : 00 a.m. to 5 : 00 p.m. , with the possibility of extended hours and weekend work for events   Why BGCWPA?
• For more than 135 years, BGCWPA has served as a trailblazer in youth development, committed to building great futures for thousands of young people across our region.
• As one of the largest out-of-school time providers in Allegheny and Somerset Counties, we empower youth through innovative programs, community partnerships, and a relentless commitment to equity and inclusion.
• We celebrate what makes people different.
• At BGCWPA, we’re proud to be an equal opportunity workplace that intentionally hires, trains, and supports a team reflective of the many communities we serve.

By joining us, you’ll have the opportunity to :

You’ll support organizational efficiency, membership systems, and scholarship processing, while serving as a key resource for staff, families, and community partners.   Key Responsibilities Program, Membership & Data Coordination Support the implementation of new programs across Clubhouses using ACTIVE and ProCare systems (ProCare experience preferred)   Track, maintain, and analyze data related to enrollment, attendance, scholarships, and subsidies   Ensure sites submit monthly attendance reports and update changes with the ELRC   Respond to parent inquiries and enrollments in a timely, professional manner   Communicate proactively with the Operation Team regarding enrollment, scholarships, and concerns   Customer Service & Relationship Management Provide timely, solution-oriented communication to staff, families, and partners   Represent BGCWPA’s values of inclusivity, professionalism, and hospitality as the first face of the administrative office   Build knowledge of all Clubhouse locations, programming, and procedures to support organizational operations   Compliance & Flexibility Maintain strict confidentiality regarding sensitive family and organizational information   Complete and maintain a DHS-compliant child care file to support emergency staffing needs at Clubhouse sites   Assist with summer site support, including field trips and activities, to help maintain safe child-to-staff ratios   Be available for flexible assignments in support of site-level and organizational needs   Administrative & Office Support Serve as the primary receptionist for the administrative office—answering calls, greeting visitors, and receiving deliveries   Monitor and respond to general organizational email accounts   Order office and program supplies (including Instacart food orders and Amazon purchases) in line with purchasing procedures   Track spending and communicate with Finance for accurate program allocations   Maintain organizational filing systems for site enrollments, child files, and staff records   Support scheduling and coordination for board meetings, partnerships, and other leadership events   Craft thank-you letters for funders, donors, and partners   Organize mailroom processes and ensure timely outgoing mail   Your Skills & Experience Successful candidates will demonstrate :