Administrative Coordinator

YMCA OF SOUTHWEST FLORIDA•Sarasota, FL

4d•Onsite

About The Position

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. This role serves as the key resource point for information regarding branch programs, activities, merchandise, and other general communication needs. The coordinator is responsible for developing engaging relationships with members, in moving their experience from casual to connected to committed with the YMCA mission, and providing outstanding customer service to all families, guests, staff and the community at large. The position delivers the YMCA mission and philosophy to staff, members and guests, shares personal Y experiences and Y Mission Stories, and 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.). The coordinator must be responsive to all members needs, take a proactive role in solving member problems and directing them to the appropriate resources. This requires complete knowledge of all Parent Handbook policies; Association and Branch standard operating procedures; and branch programs/activities. The role ensures that families registration and the affiliated data entry is complete and correct, assists in center tours as needed, and is responsible for the collection and entering of payments and attendance into DAXKO. The coordinator partners with parents to effectively address their questions/concerns, is 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. The role is responsible for the area security of the building and members/guests by requiring parents to sign in/out and having visitors present picture ID. The coordinator is responsible for maintaining an organized and up to date welcome area, greeting all members with a smile, eye contact and by name, and being knowledgeable of all programs and activities to engage members. The role introduces parents and families to each other and owns the atmosphere created by cleanliness of the facility, ensuring information is up to date and maintaining a positive attitude. The coordinator ensures that information communicated and/or displayed is updated and accurate, and is 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.). The coordinator ensures Bulletin boards are always up to date and presentable, and supports the implementation of events for prospects, families & guests (i.e. Open House, art shows, concerts, etc.). The role is responsible for booking vendors/special guests and ensuring payment is made to ensure PO and payment. The coordinator is responsible for certain purchasing and reporting functions of the branch, 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. The role ensures there is always adequate kitchen supplies, keeps inventory and orders as needed, orders classroom supplies for the center, submits monthly ELC reports, and is responsible for ensuring that ASQ’s are being completed on time. The position supports the program goals of the YMCA as a whole and the branch in particular, and substitutes in classrooms as needed. Other duties as required.

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

Responsibilities

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