Executive Operations Coordinator

Executive Operations Coordinator

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.

If you're enthusiastic about social impact and helping others succeed—even if you don't meet every qualification—we encourage you to apply.

What You'll Do

The Executive Operations Coordinator plays a vital role in ensuring the effective operation of BGCWPA's Administrative Office and Clubhouse programs. This highly visible, collaborative role requires exceptional organization, professionalism, and customer service. 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:

• Passion for youth-serving work and strong alignment with BGCWPA's 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 Qualifications

• Completed 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 work

Physical Requirements

• Ability to lift up to 50 lbs and navigate office and facility environments (stairs, close quarters, etc.)

Certifications & Clearances

• Required 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: Link
• Child Abuse: Link
• Criminal History: Link
• FBI Fingerprinting: Link
• Mandated Reporter Training: Link
• Disclosure Statement: Link
• Health Assessment Form: Link

BGCWPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, youth, and families. Discrimination or harassment of any kind is not tolerated.

Ready to support a mission that matters? Join BGCWPA as our next Executive Administrative Assistant and help power the movement to build great futures.