Before and After School Administrative Coordinator

YMCA OF SOUTHWEST FLORIDA•Sarasota, FL

6d•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. 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

Must possess initiative, enthusiasm, common sense/good judgment, 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.
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

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
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.