TITLE: Site Coordinator Level 2
PERFORMANCE PROFILE SOURCE: Site Coordinator
REPORTS TO: Area Director
Expected Hours: 30-35 Weekly
FLSA STATUS: Non-Exempt
The Site Coordinator is a year-round entry-level management position responsible for ensuring a safe facility where policies and procedures of the organization are being upheld. Daily tasks include planning, implementation, and evaluation of specific programs for youth between the ages of 5 and 18 at designated Club site. Site Coordinators support our three priority outcome areas of Academic Success, Healthy Lifestyles, and Good Character and Citizenship. The Site Coordinator provides leadership and supervision to assigned program and volunteer staff.
Additional responsibilities include helping manage member & grant databases (MyClubHub/TN ELAP), filling in as a Youth Development Coordinator, as needed, and assisting the registrar in fee collection as well as providing excellent customer service to the parents of the organization.
KEY ROLES (Essential Job Responsibilities):
1. Prepare Youth for Success
- Ensure that members of all ages are encouraged to participate in a variety of program areas/activities and receiving proper instruction and constructive feedback to develop skills in program area(s).
- Learn the Weikart Methods for interacting with Youth and ensure site follows steps in YPQI.
2. Program Implementation
- Keep members healthy and safe while at the Club. Ensure site staff understand and effectively communicate said standards.
- Assist with the evaluation of Club programs on a continual basis, which includes tracking outcome metrics; verifying that programs/activities respond to member needs; and addressing their gender and cultural diversity.
- Assist in controlling Club site program and activity expenditures within approved budget.
- Become familiar with the member management database (MyClubHub) and assist in processing new membership applications and recording attendance as needed.
- Record and track weekly attendance and tutoring hours into MyClubHub &/or TN ELAP no later than the following Friday.
- Ensure member retention by monitoring the youth who attend and assist Area Director in calling parents/guardians of absent members.
- Coordinate with appropriate staff to ensure programming materials are delivered to sites in a timely manner based on program schedules.
- Hold Youth Development Coordinators accountable for administering Club programs and activities that support Youth Development Outcomes
- Ensure that Youth Development Coordinators are implementing day-to-day programs and activities in accordance with established schedules, standards, and goals.
- Responsible for ensuring proper staffing at site, and that staff to child ratio is in line with approved organizational standards (1:20). When member numbers decrease, Site Coordinator is responsible for adjusting staff numbers down and reporting back to Director when cuts are made so employee time can be accurately tracked.
- Ensure proper documentation of all site incidents in accordance with organizational policy and procedures.
- Allocate and monitor work assigned to program volunteers and staff. Work with Supervisors to provide ongoing feedback and regular coaching.
- Assist with fee collection as well as proper record keeping and reporting, including activities and events conducted, breakdowns of daily participation figures, notable achievements, and any problems/issues.
4. Additional Responsibilities
- Update the Supervisor on a regular basis of daily interactions with children, parents/guardians, and school administration. Submit weekly financial reports to registrar to be turned in on fee collection days.
- Check in with Greatness Academy administration daily to check room availability and adjust program as necessary during school functions. Keep Supervisor informed of any and all concerns of administration that need following up.
- Ensure that snacks are secured from BGCSCT location as needed. Maintain accurate records of snacks tracking intake/output. Coordinate with Supervisor as needed in the event of snack shortage.
Internal: Maintain close, daily contact with Club staff (professional and volunteer), Club members, and Area/Unit Director to receive/provide information, discuss issues, explain or interpret guidelines/instructions; instruct; and advise/counsel.
External: Maintain contact as needed with school administration, parents/guardians, and others to assist in resolving problems in a timely and professional manner.
- High School Diploma
- A minimum of 1-3 years’ work experience in a Boys & Girls Club or similar organization, planning and supervising activities based on the developmental needs of young people
- Strong communication skills, both verbal and written
- Group leadership skills, including an understanding of large, small, and team dynamics
- Demonstration of organizational, staff, and project management abilities.
- Have basic understanding of computer skills, including but not limited to, Microsoft Office Suite, typing, email, and web applications.
The information presented indicates the general nature 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.