INTERNAL COMMS & PROJECT COORDINATOR

Job Description

Job Description

POSITION SUMMARY:

Internal Communications & Project Coordinator

Reporting to the senior vice president, the Manager of Internal Communications and projects serves as providing organization-wide support to strengthen organization effectiveness, employee engagement, compliance, risk management, and strategic project execution.

Working collaboratively across departments, the incumbent helps advance organizational priorities through project coordination, process improvement, data analysis, communication, and administrative leadership. The role is responsible for supporting initiatives that enhance organizational performance, strengthen internal systems, improve employee and volunteer experiences, and ensure operational consistency across the YMCA. As such, the incumbent fills a lead role in developing and activating ongoing internal communication plans and initiatives.

This position requires the ability to manage multiple priorities simultaneously, work with confidential information, build collaborative relationships across departments, and provide proactive support to organizational leaders and strategic initiatives.

Essential Responsibilities

Organizational Initiatives & Administration

• Support organization-wide initiatives, operational priorities, and administrative functions.
• Coordinate schedules, meetings, workgroups, and leadership initiatives.
• Under the guidance of SVP of Strategic Management and Childhood Education provide support to committees, and Board-related activities as assigned.
• Assist with the implementation and monitoring of organizational policies, procedures, and operational standards.
• Assist with employee development and engagement initiatives, activities.

Project Management 

• Coordinate and support strategic initiatives, special projects, and continuous improvement efforts under the guidance of the SVP of Strategic Management & Childhood Education.
• Manage project execution by tracking timelines, milestones, deliverables, budgets, scope, outcomes, and risk metrics.
• Collect, analyze, and summarize project data to prepare status reports and support organizational decision-making.
• Establish and support project communication plans, including updates and recommendations for senior leadership and internal staff communications.
• Serve as project liaison by coordinating responsibilities, follow-up activities, and cross-department collaboration to ensure organizational priorities are met.

Internal Communications 

• Fill a lead role in developing internal communications messages and initiatives and moving them to action on a timely basis.
• With the senior vice president and leadership team, develop and articulate key organizational messaging.
• Coordinate the collection, organization, and distribution of project related information across departments.
• Coordinate with Human Resources to assist in the management of administering employee surveys, feedback systems, organizational reporting, and communication initiatives.
• Promote collaboration and information-sharing across teams and workgroups.

Compliance, Risk Management & Safety

• Assist with organizational training and safety and YUSA compliance procedures related compliance efforts and risk management initiatives such as Praesidium accreditation, emergency and incident response procedures.
• Coordinate training records, certifications, compliance documentation, and related reporting.
• Support incident reporting, data tracking, policy implementation, risk mitigation efforts and corrective-action workflows.
• Assist with the administration of organizational safety committees, emergency response planning, and related initiatives.

Data Management & Reporting

• Compile, analyze, and present data to support organizational planning and decision-making.
• Utilize current ticketing systems and member and employee satisfaction platforms to prepare reports, dashboards, and summaries related to operational performance, employee engagement, compliance, risk management, and strategic initiatives.
• Support SVP of Strategic Management & Childhood Education, senior leadership and admin services departments of ongoing analysis of organizational trends and opportunities.

Philanthropy:

All YMCA staff are accountable for understanding the organization’s charitable status and mission to assure access for all through active participation in fundraising and philanthropy efforts.

• Work with the Development Team, HR and key philanthropy volunteers to increase your understanding and skill set.
• Train, mentor, equip and hold staff accountable for participating in the annual campaign by identifying and recruiting member volunteers and soliciting donations.
• Build strategic relationships with members for year-round member cultivation to increase the number of member campaign volunteers and donors. 
• Achieve annual, capital and planned giving campaign goals by directly and personally participating in campaign efforts and ongoing fundraising. Participate in identifying new volunteers and potential new donors. Support the Childcare Director in recruiting volunteers for the annual campaign; secure their campaign gifts and assist them in achieving organizational campaign goals.

YMCA COMPETENCIES: ORGANIZATIONAL LEADER

Mission Advancement: Incorporates the Y’s mission and values into the organization’s vision and strategies. Ensures community engagement; promotes the global nature of the Y. Leads a culture of volunteerism ensuring engagement, inclusion, and ownership. Leads a culture of philanthropy.

Collaboration: Advocates for and institutionalizes inclusion and diversity throughout the organization. Initiates the development of relationships with influential leaders to impact and strengthen the community. Is recognized as an inspirational community leader who navigates complex political and social circles with ease. Communicates to engage and inspire people within and outside the YMCA. Ensures that a talent management system is in place and executed effectively.

Operational Effectiveness: Possesses penetrating insight and strong strategic and critical thinking skills. Invests resources in well-designed innovation initiatives. Creates a structure to deliver organization-wide results to achieve objectives. Develops and implements stewardship strategies. Determines benchmarks and ensures appropriate leadership to meet objectives.

Personal Growth: Creates a learning organization. Effectively drives change by leveraging resources and creating alignment to expand organizational opportunities. Shares authority and demonstrates courage and humility. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

• 2+years of project management, administrative and/or communication experience preferred.
• Experience managing relationships with, and 
• Experience in workplace safety standards including emergency response protocols, as outlined by state, county and YUSA standards.
• Strong interpersonal, communications and leadership skills, with demonstrated success in building employee morale.
• Demonstrated competence managing projects. 
• Able to maintain a level of confidentiality.
• Skills in internal communications, database management and recordkeeping.
• Proficient computer skills, including Word, Excel, 
• Excellent interpersonal skills.
• Ability to work evenings and weekends as needed.

WORKING CONDITIONS:

• Ability to multi-task and reassess priorities appropriately with little notice.
• Ability to work in excess of a 40-hour week with irregular work hours.
• Ability to walk, stand, and sit for long periods of time while maintaining alertness for several hours at a time. May also require bending, kneeling, leaning, and walking.
• Must be able to lift and carry up to 50 pounds. 
• Ability to speak concisely and effectively communicate. 
• Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency. Able to administer first aid. 

Abuse Prevention Responsibilities: 

All employees are expected to maintain boundaries, follow mandated reporting requirements, and uphold our policies and procedures to protect youth and participants. This includes attending required trainings. reporting suspicious or inappropriate behaviors and adhering to procedures that minimize risk. Supervisors are also responsible for providing oversight, feedback, and accountability to ensure staff and volunteers follow these standards. Our organization is committed to creating a safe environment.