Assistant Club Director

Position Summary

The Assistant Club Director is the designated second site leader and partners with the Club Director to coordinate daily operations, supervise staff, sustain high-quality programming, protect member safety, and maintain accurate administrative systems while remaining visible and engaged with club kids, families, and employees.

The position exercises formal delegated supervisory and operational authority and serves as acting site leader during the Club Director's temporary absence. The Club Director retains accountability for strategy, final personnel decisions, annual budget approval, major commitments, and overall Club performance.

Essential Duties and Responsibilities

Site Leadership and Daily Operations

• Partner with the Club Director to plan, coordinate, and monitor daily Club operations in alignment with BGCNN policies, BGCA standards, grant requirements, and approved site goals.

• Serve as the designated acting site leader when the Club Director is temporarily unavailable, making time-sensitive decisions within policy and delegated authority and promptly communicating significant matters.

• Coordinate opening and closing, room assignments, staff coverage, member transitions, transportation flow, meals, arrival, dismissal, and other daily operating routines.

• Lead daily huddles and assigned staff meetings; communicate priorities, schedules, assignments, policy updates, and follow-up expectations.

• Monitor site conditions throughout the operating day and resolve routine program, staffing, family, facility, and member concerns; escalate emergencies, serious incidents, and policy exceptions immediately.

• Support membership, attendance, retention, and participation goals by reviewing daily information and coordinating responsive outreach or operational adjustments.

Staff Leadership and Supervision

• Directly supervise assigned Youth Development Professionals, Senior Youth Development Professionals, interns, and volunteers and provide clear expectations, assignments, coaching, and accountability.

• Participate in recruitment, interviewing, selection, orientation, scheduling, training, recognition, evaluation, and retention efforts in partnership with the Club Director and Human Resources.

• Observe employee performance and program delivery, provide timely feedback, document concerns and accomplishments, and complete assigned performance reviews.

• Address routine performance or conduct concerns through coaching and established procedures; recommend formal corrective action to the Club Director and support approved action plans.

• Review schedules, timekeeping, attendance, required training, and staff-to-member coverage and promptly address or report gaps.

• Develop staff capacity by modeling effective youth development, behavior support, safety, teamwork, communication, and program-management practices.

Program Planning, Quality, and Youth Outcomes

• Coordinate the site program calendar, weekly lesson plans, room schedules, special initiatives, and staff assignments to provide a balanced, engaging Club experience.

• Ensure programs advance BGCNN priorities and BGCA outcome areas, including Academic Success, Healthy Lifestyles, and Good Character and Citizenship.

• Review lesson plans and program materials for quality, safety, age appropriateness, inclusion, youth voice, and alignment with identified member needs.

• Observe programs regularly, coach employees on delivery, and lead corrective or continuous-improvement steps based on participation, member feedback, assessments, and program-quality reviews.

• Monitor grant-funded activities and required outputs; maintain schedules, rosters, attendance, assessments, and other documentation needed to demonstrate compliance and results.

• Use approved attendance, participation, outcome, and quality data to identify trends, recommend program changes, and report progress to the Club Director.

• Plan and support field trips, recognition activities, family events, and special programs with appropriate staffing, permissions, transportation, risk controls, and follow-up documentation.

Member Safety, Behavior, and Club Climate

• Maintain active supervision and enforce staff-to-member ratios, check-in/check-out procedures, authorized pickup requirements, emergency plans, transportation rules, and all child-safety standards.

• Promote a welcoming, inclusive, clean, organized, and emotionally safe Club climate in which members feel respected, supported, and connected.

• Ensure consistent use of positive behavior support, restorative practices, redirection, conflict resolution, and age-appropriate de-escalation.

• Respond to and document incidents, injuries, member behavior concerns, suspected abuse or neglect, safety hazards, and emergencies in accordance with policy and applicable reporting requirements.

• Take immediate protective action within training and authority, notify the appropriate leaders and families, and support required incident reviews and corrective steps.

• Conduct routine facility, equipment, vehicle, and program-area checks; address or report hazards, maintenance needs, damage, inventory discrepancies, and cleanliness concerns.

• Protect member, family, and employee confidentiality and ensure sensitive information is accessed, discussed, stored, and shared only as authorized.

Member, Family, and Community Engagement

• Build positive, professional relationships with club kids and provide mentoring that strengthens belonging, responsibility, confidence, and positive decision-making.

• Maintain timely communication with parents and caregivers regarding approved program information, attendance, routine concerns, accomplishments, schedules, and follow-up needs.

• Respond to routine family questions and concerns; elevate serious complaints, disciplinary matters, safety issues, fee exceptions, and policy disputes to the Club Director.

• Maintain effective working relationships with schools, volunteers, vendors, visitors, community organizations, and other partners that support Club services.

• Represent BGCNN positively at approved meetings, programs, outreach activities, and events and support membership recruitment, volunteer engagement, and community awareness.

Records, Financial, and Administrative Management

• Ensure accurate and timely entry, review, and maintenance of membership, attendance, participation, assessment, incident, transportation, training, inventory, and outcome records.

• Prepare assigned daily, weekly, and monthly reports and provide the Club Director with concise information on operations, staffing, program quality, member needs, results, risks, and follow-up items.

• Review employee time records, schedules, leave information, training completion, and other assigned personnel documentation for accuracy and timely submission.

• Follow established procedures for purchasing requests, receiving, cash handling, deposits, fees, donations, confidential records, and data systems when assigned and trained.

• Monitor assigned expenses, supplies, equipment, and program resources within approved limits and provide information that supports responsible site budget management.

• Maintain organized files and operational checklists and support audits, grant monitoring, safety reviews, licensing or compliance visits, and corrective-action follow-up.

Additional Responsibilities

• Provide direct program coverage, member supervision, transportation support, meal service, or other hands-on assistance when operational needs require.

• Support organizational events, fundraising activities, advisory-board activities, community service, Youth of the Year, Keystone, and other special initiatives as assigned.

• Transport members in a Club vehicle only when authorized, properly licensed, trained, and compliant with all BGCNN transportation requirements.

• Perform other related duties consistent with the purpose, authority, and level of the position.

Working Relationships

Internal: Maintain close daily contact with Club members, the Club Director, Senior Youth Development Professionals, Youth Development Professionals, volunteers, organizational leadership, and administrative staff to exchange information, coordinate work, provide supervision, and resolve operational matters.

External: Maintain professional contact, within assigned authority, with parents and caregivers, schools, community partners, vendors, visitors, volunteers, and other stakeholders to support safe and effective Club operations.