Administrative Coordinator

Ymca-of-Southwest-Florid; Town of Florida (NY); On-site; USD 36,000 - 46,000; Full time

Job summary

Ymca-of-Southwest-Florid is seeking an Administrative Coordinator to support the YMCA mission by delivering outstanding customer service at the service desk. You will guide members and guests, handle registrations, process payments, and maintain accurate attendance in the DAXKO system.

Reporting to a Director, you will cultivate relationships with families, assist with tours, and ensure licensing compliance and proper documentation for children. A dynamic, service-oriented environment awaits.

Qualifications

• High school Diploma or GED is required.
• Infant/Child CPR & First Aid certification is required.
• Annual training in Blood Borne Pathogens and YMCA Child Sexual Abuse prevention.
• Position may require ongoing training towards YMCA Leader Certification.

Responsibilities

• Meet Association standards for service desk responsibilities for members and guests (tours, cancellation requests, information by phone/in person, access control, program registration, basic data entry).
• Serve as the key information resource on branch programs, activities, merchandise and communications needs.
• Develop engaging relationships with members to move them from casual to connected to committed with the YMCA mission.
• Provide outstanding customer service to all families, guests, staff and the community.
• Assist in center tours as needed and support front desk interactions, registrations and communications.
• Ensure accurate collection and entry of payments and attendance into the system (DAXKO).
• Partner with parents to address questions/concerns and maintain child files with licensing compliance.
• Maintain area security, require sign-in/out and verify visitor IDs.
• Maintain a clean, organized welcome area and up-to-date information displays.
• Communicate information to families via email (newsletters, reminders, notices) and keep bulletin boards current.
• Support events for prospects, families and guests (open houses, art shows, concerts) and manage vendor payments as needed.
• Assist with purchasing/reporting and food count coordination for meals.
• Submit monthly ELC reports and ensure ASQs are completed on time.
• Substitute in classrooms as needed and perform other duties as required.

Education

High school Diploma or GED

Job description

Description

The Administrative Coordinator position plays a key role in support of the YMCA mission by

ensuring the reliable and consistent delivery of outstanding customer service to members

and guests at the service desk of their YMCA branch. Reporting to a Director, the basic

function and scope of responsibility for the Administrative Coordinator includes:

• Meeting Association standards for the handling of a variety of service desk responsibilities for members and guests including, but not limited to: guest tours; cancellations requests; providing information by phone and in-person; facility access control; program registration/enrollment process; and, basic computer entry
• Serving as the key resource point for information regarding branch programs, activities, merchandise, and other general communication needs
• Developing engaging relationships with members, in moving their experience from casual to connected to committed with the YMCA mission
• Providing outstanding customer service to all families, guests, staff and the community at large

Delivers the YMCA mission and philosophy to staff, members and guests

• Share personal Y experience with all
• Share Y Mission Stories
• Supports the proper handling of any question, concern or need received at the front desk (i.e. handling of telephone inquiries, email inquiries) and interaction with guests (i.e. tours, front desk interaction, service area collaboration, registration packets, etc.)
• Be responsive to all members needs
• Takes a proactive role in solving member problems and directing them to the appropriate resources. Must have complete knowledge of all Parent Handbook policies; Association and Branch standard operating procedures; and branch programs/activities
• Ensures that families registration and the affiliated data entry is complete and correct
• Assists in center tours as needed, to include setting up
• Responsible for the collection and entering of payments and attendance into
• DAXKO
• Partner with parents to effectively address their questions/concerns
• Responsible for maintaining children's files and maintaining licensing compliance with proper signatures, information and health records along with any other required certifications of the jurisdiction
• Responsible for the area security of the building and members/guests by requiring parents to sign in/out and having visitors present picture ID
• Responsible for maintaining an organized and up to date welcome area.
• Greet all members with a smile, eye contact and by name
• Be knowledgeable of all programs and activities to engage members
• Introduce parents and families to each other
• Own the atmosphere created by cleanliness of the facility, information is up to date and have a positive attitude.
• Ensure that information communicated and/or displayed is updated and accurate
• Responsible for providing proper communication through email to our families regarding information related to the center (i.e. newsletters, weekly reminders, open and closings, etc.)
• Ensure Bulletin boards are always up to date and presentable
• Supports the implementation of events for prospects, families & guests (i.e. Open
• House, art shows, concerts, etc.)
• Book Vendor/Special Guests and ensure payment is made to ensure PO and payment
• Responsible for certain purchasing and reporting functions of the branch
• Responsible for providing the most accurate and up to date food count and relaying that to the caterer to ensure proper meals and snacks for our children
• Ensures there is always adequate kitchen supplies, keeps inventory and orders as needed
• Order classroom supplies for center
• Submit monthly ELC reports
• Responsible for ensuring that ASQ's are being completed on time.
• Supports the program goals of the YMCA as a whole and the branch in particular
• Substitutes in classrooms as needed
• Other duties as required

Requirements

CERTIFICATIONS AND TRAINING REQUIREMENTS:

• High school Diploma or GED
• Infant/Child CPR & First Aid
• Annual completion of Blood Borne Pathogens training & YMCA Child Sexual Abuse
• Prevention Class
• Successfully complete YMCA background screening requirements as well as meet the association policies on background screening.
• Position may require ongoing training towards YMCA Leader Certification