The Administrative Coordinator will develop and maintain accurate program and camp records and reports. Respond to telephones and courtesy counter needs upon request. Assist executive, operations director, program directors with special program registrations. They will be a daily contact for members/participants, determining their needs and offering solutions to meet these needs. They will be responsible for providing a high level of customer service to all program participants, families and guests.
Scope of Responsibilities:
- Greet and welcome customers and staff
- Actively interact and engage with customers and prospects to determine needs; directing to the appropriate lead when necessary.
- Respond to general inquiries received in-person or via telephone, where appropriate, in a professional and timely manner. Direct advanced questions to the Program or Camp Director for response.
- Program listings are completed accurately and in a timely manner into the Circuitree software
- Enter all special program/camp/child care registrations into the Circuitree software
- Produce rosters for all program/camp/child care by all required deadlines.
- Process all child care, camp & preschool monthly invoices with accuracy.
- Enter all invoice payments accurately and inform directors of any outstanding balances.
- Provide all program/camp/child care information and corrections to the current director.
- Assist in sending program registration brochures to member service staff at all centers.
- Process all credit/refunds for programs/camps/child care by the established guidelines.
- Respond to telephones and messages in professional and timely manner
- Respond to requests for tours in a professional manner.
- Keep desk station neat, clean and organized at all times.
- Responsible for maintaining accurate records of program participants, create and implement organized filing system with assistance from directors.
- Additional Job Duties as required by the Camp Director or Executive Director.
Child Abuse Prevention
Supports the YMCA’s commitment to child abuse prevention by:
- Reporting any items that may provide a health or safety hazard to staff, participants, or guests to your supervisor.
- Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children.
- Reporting any suspicious behavior and violation of policy and procedures to your supervisor.
- Completing all child abuse prevention training as required.
- Must have a High School Diploma or GED
- At least one year of experience in member relations or customer service.
- Must be a problem solver and show a proven track record of complaint resolution.
- Strong interpersonal skills with the ability to build rapport and credibility quickly.
- Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
- Must have excellent written and verbal communication skills.
- Must be able to work a variety of hours including holidays and at least one weekend/evening per month.