Before and After School Administrative Coordinator

Ymca-of-Southwest-Florid; Town of Florida (NY); On-site; USD 32,000 - 42,000; Full time

Job summary

YMCA of Southwest Florida seeks an Administrative Coordinator to support service desk operations and ensure outstanding customer service for members and guests. This role reports to a Director and involves registrations, tours, information delivery, and data entry.

The position requires strong communication, organization, and adherence to safety and licensing standards, with responsibilities including data entry in DAXKO, maintaining files, coordinating events, and ensuring information accuracy.

Qualifications

• Must possess initiative, enthusiasm, common sense/good judgement, strong customer service skills and the ability to remain calm in stressful situations.
• Detail-oriented, multi-tasker with strong organizational skills that can maintain a clean, uncluttered workspace
• Strong communication and relationship-building skills.
• PC and database management skills with the ability to perform repetitive data entry duties and learn new software programs and processes quickly.
• Commitment to inclusion and compliance with the Americans with Disabilities Act (ADA).
• Must obtain 45 hour training within 90 days of employment.

Responsibilities

• Delivers the YMCA mission and philosophy to staff, members and guests.
• Share personal Y experience with all and stories.
• Supports the proper handling of any question, concern or need received at the front desk (inquiries, tours, registrations).
• Be responsive to all members needs and address their questions/concerns.
• Ensure families' registration and affiliated data entry is complete and correct.
• Assist in center tours and event setup as needed.
• Enter payments and attendance into DAXKO.
• Maintain children's files and licensing compliance with required signatures and health records.
• Provide information to families and engage members with programs and activities.
• Maintain a clean, updated welcome area and bulletin boards; communicate via email.
• Support the implementation of events for prospects, families & guests (Open House, art shows, concerts).
• Handle purchasing and branch reporting functions; manage food counts and caterer communications.
• Assist in classrooms when needed; submit monthly ELC reports; ensure ASQs are completed on time.
• Comply with program goals of YMCA and branch; perform other duties as required.

Skills

Customer service

Communication

Organizational skills

Detail oriented

Multitasking

Relationship building

PC/database management

ADA compliance

Training compliance

Education

High school Diploma or GED

Tools

DAXKO

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

Requirements

ESSENTIAL FUNCTIONS

• 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

CHILD PROTECTION EXPECTATIONS

• Adhere to policies related to boundaries with consumers.
• Attend required annual abuse risk management training.
• Report suspicious or inappropriate behaviors and policy violations.
• Follow mandated abuse reporting requirements.
• Follow employees’ and volunteers’ screening requirements and use screening instruments to screen for abuse risk.
• Provide employees and volunteers with ongoing supervision and training related to abuse risk.
• Attend required annual abuse risk management training for supervisory staff.
• Ensure facility and/or program walkthroughs are conducted and documented in accordance with YMCA monitoring and supervision procedures.

QUALIFICATIONS

• Must possess initiative, enthusiasm, common sense/good judgement, strong customer service skills and the ability to remain calm in stressful situations.
• Detail-oriented, multi-tasker with strong organizational skills that can maintain a clean, uncluttered workspace
• Strong communication and relationship-building skills.
• PC and database management skills with the ability to perform repetitive data entry duties and learn new software programs and processes quickly.
• Commitment to inclusion and compliance with the Americans with Disabilities Act (ADA).
• Must obtain 45 hour training within 90 days of employment.

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.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, kneel, or stand for extended periods of time. The employee frequently is required to bend, reach, and must be able to move around the work environment which may include stairs.
• The employee must occasionally lift and/or move up to 15 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.

YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

This document does not represent a contract of employment, and YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.