Job Description $45,000 annual salary Reporting to the Director of Safety and Security, the Safety and Security Assistant - Administration provides confidential administrative, compliance, training, business, and technology support for the Boys & Girls Clubs of Southern Nevada (BGCSNV). The position assists the Director with policy governance, organizational development and training administration, insurance and claims records, business licenses, contracts, agreements and memorandum of understanding, and coordination of organization-wide information technology systems and providers. The essential job duties for this role include: Governance, Policies, and Compliance - Assists the Director with the review, revision, formatting, distribution, and maintenance of organizational policies, procedures, manuals, plans, forms, and supporting documents.
- Maintains policy version control, review and approval histories, effective dates, revision calendars, archived versions, employee acknowledgments, and related governance records.
- Tracks annual, quarterly, and recurring compliance requirements involving BGCA standards, Board oversight, background checks, emergency preparedness, incident reporting, physical security, insurance, child-safety policies, training, and other assigned areas.
- Researches regulatory, accreditation, contractual, and BGCA requirements and organizes source materials for review by the Director and other responsible leaders.
- Prepares agendas, meeting materials, reports, presentations, action-item logs, and supporting documentation for the Board Operations and Safety Committee and other committees or leadership groups as assigned.
- Tracks policy and compliance action plans, communicates deadlines to responsible leaders, collects completion documentation, and follows up on overdue or incomplete items.
- Maintains organized and secure governance, compliance, audit, committee, and policy files in accordance with record-retention and confidentiality requirements.
- Assists with internal and external assessments, audits, accreditation reviews, information requests, and corrective-action documentation.
- Identifies conflicting, outdated, incomplete, or inconsistent documents and recommends administrative or process improvements to the Director.
Organizational Development and Training Administration - Coordinates administrative support for mandatory compliance training, safety and security training, professional development, and other assigned learning programs.
- Maintains the organizational training calendar and coordinates dates, locations, instructors, participants, equipment, materials, communications, registration, and logistical requirements.
- Administers training records and learning-management functions, including course assignments, enrollments, attendance, completion status, certificates, expiration dates, instructor credentials, and employee transcripts.
- Monitors required training completion and renewal deadlines, prepares compliance reports, communicates deficiencies to responsible leaders, and follows up until documentation is received or the matter is escalated.
- Supports first aid/CPR/AED, CPI, OSHA-related, BGCA, youth-protection, emergency-preparedness, onboarding, and other organizational training programs as assigned.
- Coordinates with internal instructors, subject-matter experts, training vendors, community partners, and department leaders regarding course availability, contracts, rosters, materials, invoices, and completion records.
- Prepares presentations, handouts, sign-in records, evaluations, surveys, job aids, and other training materials and ensures approved content is current and accessible.
- Collects participation and evaluation data and prepares summaries to help assess training effectiveness, compliance, employee needs, and opportunities for improvement.
- Assists with organization-wide communications regarding required training, policy changes, professional development opportunities, and related deadlines.
Administrative Duties and Business Functions - Provides confidential administrative and project support to the Director of Safety and Security, including scheduling, correspondence, document preparation, data entry, research, records, presentations, and follow-up.
- Maintains centralized calendars and tracking systems for insurance renewals, business licenses, contracts, agreements, memorandum of understanding, certificates, permits, reporting deadlines, and other key dates.
- Assists with annual liability and other insurance renewals by collecting exposure information, schedules, applications, loss data, supporting documents, and required signatures for review and submission.
- Supports the tendering and administration of insurance claims by organizing incident documentation, maintaining claim files, communicating with authorized internal and external contacts, and tracking status or requested information.
- Maintains organized contract, agreement, memorandum of understanding, vendor, insurance, claim, license, and business-record files and routes documents through established review and approval processes.
- Coordinates with outside stakeholders to collect information and prepare draft administrative documents supporting contracts, operating agreements, memoranda of understanding, renewals, or similar business arrangements.
- Assists with vendor onboarding, purchase requests, quotes, invoices, subscription renewals, budget tracking, grant documentation, and procurement records within assigned areas.
- Compiles weekly, monthly, quarterly, annual, and ad hoc data and reports for leadership, Board committees, insurers, auditors, funders, regulators, and organizational partners as directed.
- Protects confidential, privileged, personnel, legal, financial, insurance, security, and organizational information and releases information only as authorized.
Department Administration and Customer Support - Maintains department calendars, contact lists, forms, templates, shared files, administrative supplies, and recurring reporting schedules.
- Provides professional, timely, and courteous service to employees, leaders, Board members, vendors, and other internal and external stakeholders.
- Tracks assigned projects and action items, communicates status and barriers, and follows through to completion while recognizing when a matter requires escalation.
- Assists with department meetings, organizational events, emergency activities, investigations, or special projects by coordinating records, communications, logistics, and documentation as directed.
- Promotes clear, accurate, consistent, and service-oriented communication across departments and with outside partners.
Other Duties - May be required to travel among BGCSNV locations or work occasional irregular or extended hours to support training, technology projects, audits, meetings, emergencies, or special events.
- Performs other duties consistent with the purpose and responsibilities of the position.
Preferred Skills, Knowledge, and/or Abilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. - High school diploma or general equivalency diploma. Associate's degree or relevant coursework in business administration, public administration, organizational development, information systems, risk management, compliance, or a related field preferred.
- At least two years of progressively responsible experience in administration, compliance, training coordination, business operations, information technology support, records management, or a related field; an equivalent combination of education and relevant experience may be considered.
- Strong organizational skills and attention to detail, with demonstrated ability to maintain accurate records, manage multiple calendars and deadlines, and follow complex assignments through completion.
- Ability to research, compile, review, and present information clearly and to identify missing, inconsistent, or time-sensitive documentation.
- Ability to handle confidential and security-sensitive information with discretion, sound judgment, and consistent adherence to authorization requirements.
- Ability to communicate clearly and professionally, both orally and in writing, and to work effectively with employees, leaders, Board members, vendors, public agencies, and other stakeholders.
- Proficiency with Microsoft Office or related productivity platforms and ability to learn document-management, learning-management, ticketing, contract, insurance, and administrative systems.
- Ability to successfully complete all required background screening and youth-protection requirements.
- Ability to work independently under general direction while maintaining close communication with the Director and responsible organizational leaders.
- Ability to travel among BGCSNV locations, use standard office and presentation equipment, and lift or carry routine office, training, or technology supplies.
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