Operations Support Specialist
Operations Support Specialist
Posted on :
09-04-2025
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1 Vacancy
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Job Description
About Us
For over 90 years Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware. We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation.
Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need tothey have a place in their community where they can go. Clubs provide a safe haven for youth allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decisionmaking skills.
For over 90 years Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware. We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation.
Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need tothey have a place in their community where they can go. Clubs provide a safe haven for youth allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decisionmaking skills.
Job Summary
The Operations Support Specialist plays a vital role in the smooth operation of the South Admin office and supports the BGCDE organization by overseeing office systems supplies and coordination of key operational functions. This includes managing office spaces liaising with IT accounting and other departments maintaining compliancerelated functions and providing operational support to Clubs statewide in areas such as data management. The incumbent will report to the Director of Club Services and support the Chief Operating Officer and administrative staff by ensuring effective office operations and documentation processes.
Office Management & Coordination:
- Oversee the daily operations of the South Admin office ensuring office systems and supplies are maintained efficiently.
- Schedule meeting spaces and coordinate with IT and other BGCDE departments to ensure operational effectiveness.
- Ensure the maintenance of office equipment and supplies sourcing necessary items as needed.
Compliance & Operational Support:
- Support the driver certification process maintaining current records for each driver (e.g. online course completion road test completion retraining and accidents).
- Coordinate insurance claims and related documentation providing necessary information to the relevant stakeholders & maintaining all documents in our records.
- Administrative lead for BGCDEs property and liability insurance coordinating with the insurance provider for all required documentation.
- Assist in submitting datarelated reporting to BGCA and other entities including NYOI KPIs and the BGCA Annual Report.
Administrative Support
- Provide administrative support to the Director of Club Services COO and other administrative staff including coordinating meetings preparing materials and maintaining office directories.
- Assist with the purchase order process check requests and monitor the use of the Director of Club Services & COOs corporate credit card.
- Proofread and ensure the accuracy of various documents including correspondence memos charts business plans and other documents ensuring professionalism clarity and correctness in spelling grammar and layout.
- Maintain uptodate directories for all Clubs and offices and distribute copies to the COO and other administrators.
Systems & Platform Maintenance
- Support the maintenance and implementation of key operational systems and platforms (e.g. MyClubHub One Call Blue Door Hub).
- Maintain and organize electronic files for easy access to important documents policies forms and instructions.
- Assist in maintaining operating policies and procedures including the Crisis Prevention Preparation & Management manual.
Collaboration & Communication
- Collaborate with the marketing team to ensure that operationsrelated marketing and branding efforts align with the overall BGCDE strategy.
- Maintain open lines of communication with accounting to ensure timely submission of financial documentation and adherence to financial procedures.
Qualifications and Education Requirements
- Associates degree or equivalent work experience in administration operations or related field
Competencies/Skills/Experience:
- Minimum of 23 years in administrative support operations or office management roles preferably in a nonprofit or communityfocused organization.
- Strong organizational and multitasking skills with attention to detail.
- Excellent written and verbal communication skills including proofreading and editing.
- Ability to work independently and as part of a team demonstrating professionalism and a customerserviceoriented attitude.
- Experience using Microsoft Office Suite (Excel Word PowerPoint) SharePoint and Canva; familiarity with operational platforms is a plus.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Working Conditions:
- Frequently lifts carries or otherwise moves and positions objects weighing up to 25 pounds when preparing rooms for activities.
- Typically bends stoops walks and sometimes runs on a regular basis while interacting with children in various activities throughout the day.
- Ability to perform duties effectively under stressful conditions; ability to make decisions quickly and accurately with tact and impartiality
- Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing
Work Hours:MondayFriday;flexibility to work between the hours of 8:00AM5:00PM; 20 hours per week.
Work Location: South Admin. office1683 New Burton Rd Dover DE 19904
Note: This job description in no way states or implies that these are the only duties to be performed by this intern. He/she will be required to follow any other instructions and to perform any other duties requested by his/her supervisor.
Boys & Girls Clubs of Delaware is an Equal Opportunity Employer. Boys & Girls Clubs of Delaware does not discriminate on the basis of race religion color sex gender identity sexual orientation age nondisqualifying physical or mental disability national origin veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications merit and business needRequired Experience:
Unclear Seniority
Employment Type
Full Time
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