Executive Operations Coordinator

​​​​​​Job Title: Executive Operations CoordinatorEmployment Type: Full-timeLocation: Administrative OfficeStatus: Hourly / Non-ExemptCompensation: starting salary of $60,000/annuallySchedule: 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, were 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, youll have the opportunity to:Do meaningful, mission-driven work Develop and grow for leadership opportunities Be part of a supportive, inclusive workplace culture If you're enthusiastic about social impact and helping others succeed—even if you dont meet every qualification—we encourage you to apply. What Youll DoThe Executive Operations Coordinator plays a vital role in ensuring the effective operation of BGCWPAs Administrative Office and Clubhouse programs. This highly visible, collaborative role requires exceptional organization, professionalism, and customer service. Youll support organizational efficiency, membership systems, and scholarship processing, while serving as a key resource for staff, families, and community partners. Key ResponsibilitiesProgram, Membership & Data CoordinationSupport 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 ManagementProvide timely, solution-oriented communication to staff, families, and partners Represent BGCWPAs 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 & FlexibilityMaintain 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 SupportServe 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 & ExperienceSuccessful candidates will demonstrate:Passion for youth-serving work and strong alignment with BGCWPAs mission Exceptional organization, attention to detail, and ability to prioritize tasks Strong written/verbal communication and professional demeanor Ability to manage data and enrollment tracking with accuracy and timeliness Proficiency with Google Suite; ability to learn new systems quickly (ProCare experience preferred) Responsiveness to calls and emails within 24 hours Preferred QualificationsCompleted or working toward a degree in Business Administration, Nonprofit Management, Education, or a related field Customer service and administrative experience in a fast-paced environment Flexibility and enthusiasm for both independent and team-based workPhysical RequirementsAbility to lift up to 50 lbs and navigate office and facility environments (stairs, close quarters, etc.) Certifications & ClearancesRequired upon hire or within six (6) months:CPR & Pediatric First Aid Child Abuse, Criminal History, FBI Clearance, NSOR Certificate, PA Disclosure, Mandated Reporter Certification PA Staff Health Assessment and TB Test Helpful links for completing clearances and documentation:NSOR:

Created: 2025-09-06