Impact Specialist

FUNCTION – SCOPE STATEMENT:

Under the supervision of the Vice President of Program Services & Club Operations, provide regular clerical and administrative support, manage overall programmatic and operational recording and tracking of major reports, frequently used documents, and more with primary concern for administrative coordination processes, guidelines, implementation, reporting and record keeping; communication with appropriate administrative and Club staff, provide excellent customer service to guests and staff through direct interaction from reception desk; and Offer a welcoming environment and courteous demeanor.

 MAJOR JOB TASKS AND RESPONSIBILITIES:

Support

1. Performs regular administrative clerical duties, preparing correspondence and reports as requested by supervisor and composes draft letters following established formats.  Proofreads all materials for accuracy prior to supervisory review and signature.
2. Maintains Program and Operations calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings.  May prepare meeting agenda and minutes, as requested.
3. Creates and publishes weekly Program & Club Operations newsletter.
4. Prepare frequently used and general documents to support the flow of business.
5. Coordinate club volunteer program.
6. Support data gathering and analysis to showcase club impact.
7. Assist in coordination large scale club professional development and large events as needed.

8.    Answer telephones, providing general information, and referring callers to other staff or taking messages as necessary.

9.    Maintain security by following safety procedures and ensuring an awareness of surroundings.

10.  Maintain safe and clean reception area.

11.  Sign for deliveries and pick-ups, sort and distribute daily mail. 

12. Serve as contact for special projects as assigned
13. Perform other related specialized administrative clerical duties as requested.

 Assessment and Data

1. Maintain ongoing communication with appropriate management and staff regarding reporting deadlines and requirements.
2. Support data driven culture by providing support to staff on use of data for high level impact
3. Support Club COMET and/or other data management implementation processes..
4. Establish, implement and maintain electronic or hard copy filing system for grant records, etc.
5. Assist in analyzing data gathered and used for reporting to identify trends and gaps impacting program quality.

Resource Management

1. Maintain electronic or hard copy of all data files pertaining to grants and other relevant issues.
2. Manage, monitor and ensure proper use of COMET to accurately record visitor, member, staff and volunteer activity in Clubs. 
3. Submit edited interim and final reports by prescribed deadlines. 
4. Submit additional reports upon request by Vice President of Program Services and Development Department.

 Partnership Development

1. Support Vice President of Program Services & Club Operations in management of partner contacts and relationships.
2. Work with granting agencies to clarify policies, procedures and interpretation of grant requirements as needed.
3. Continue ongoing communication with appropriate agency management and staff regarding grant activity and reporting requirements.

ADDITIONAL RESPONSIBILITIES:

1. Coordinate purchase of supplies or equipment.
2. Work with staff on special events
3. Assume other duties related to Programs & Operations as needed or assigned by Vice President, Program Services & Club Operations

MINIMUM QUALIFICATIONS:

1.    Bachelor’s degree in Business, Education or Public Service strongly preferred. Associate's degree and three years related experience required. In lieu of education a min. of five-years of training for a combination of education and experience.

2.    Must be able to interpret Boys & Girls Clubs of Greater Houston programs and philosophy.

3.    Highly proficient computer skills, including Microsoft Office programs

4.    Strong communication skills, both verbal and written. 

5.    Strong organizational and project management skills.

6.    Absorb new information rapidly

7.    Multitask and manage multiple projects.

8.    Highly organized with and attention to detail

9.    Work harmoniously with people at all levels of the organization.

10.  Objectively evaluate, make effective decisions and develop alternative solutions.

11.  Valid Texas driver’s license

RELATIONSHIPS:

Internal: Maintain close contact with Club professional staff to interpret and explain organizational mission, program objectives and standards, discuss issues, and provide/receive information pertaining to special projects,  grants and COMET.  Maintain close contact with Vice President of Program Services, and the entire Programs & club Operations team, as well as the Development and Finance departments.

External: Maintain contact with external community groups, schools, members’ parents and others to assist in resolving problems, meet grant guidelines and to publicize the Club.

 PHYSICAL REQUIREMENTS/ WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is regularly required to stand; walk; use hands to fingers, handle, feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee frequently is required to sit. The employee must regularly lift and/or move up to 30 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The information presented indicates the general nature of work and level of work expected of employees in this classification.  It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

EOE/m/f/disabled/vet