Administrative Coordinator

Administrative Coordinator

YWCA Tulsa is seeking a part-time Administrative Coordinator to oversee our East Education location. The Administrative Coordinator is responsible for performing a variety of administrative tasks, including scheduling, answering phones, coordinating calendars, submitting translation and interpretation requests, and managing office supplies and inventory. The Administrative Coordinator supports staff members in all Education programs, while providing back-up support to administrative staff across all YWCA programs.

Working hours are Tuesday, Wednesday, Thursday 9:30am to 4:00pm. During semester start and end, hours will change to Tuesday 9:30am to 4:00pm, Wednesday and Thursday 1:30pm to 8:00pm.

Principal Responsibilities and Duties:

• Ensures a friendly, welcoming environment, greets all students, family, staff, and other visitors.
• Takes calls, greets walk-ins, and ensures current and prospective students receive needed information and direction quickly and efficiently.
• Refers students to the appropriate staff person.
• Assists students in completing enrollment forms and other intake documents.
• Identifies incomplete information and works with staff to obtain missing information to ensure accurate and complete student records.
• Processes and coordinates requests for all programs and services.
• Maintains strict student confidentiality at all times.
• Process and log client payments for services

Operations Management :

• Coordinates front desk operations administrative procedures.
• Answers organization phone lines and provides information and referrals to callers and walk-ins.
• Processes mail.
• Oversees supply inventory for the Education office and orders supplies on a regular basis.
• Maintains department calendars and staff schedules, including student appointments, meeting room reservations, department activities and programmatic events and official holidays.

Administrative and Programmatic Support :

• Provides administrative support to staff.
• Provides back-up support to the administrative staff of other YWCA teams as needed.
• Assist with special events and after-hours events like first day of class and evening class registrations.
• Maintains Education staff phone lists, email distribution lists, and birthday and anniversary lists.
• Arrange necessary program materials and assist with audio-visual needs.
• Organizes and maintains kitchen supplies.
• Participates in YWCA functions and community events as needed and requested by their supervisor.
• Attends training/staff meetings related to job responsibilities as approved by their supervisor.
• Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Education and Experience:

• Three to five years of administrative/office management experience.
• Associate's degree in secretarial science, business administration, or a related discipline desired.
• Intermediate IT skills, including word processing, spreadsheets, and use of various databases. Intermediate knowledge of relevant software such as MS Office (Word, Excel, Outlook, and PowerPoint).
• Fluent in English and Spanish is required.

Required competencies and expectations: To perform the job successfully, an individual should demonstrate the following mission-centered competencies as they relate to YWCA Tulsa core values:

• Community: We center people in our program design; we engage the Community in our decisions, and we partner with others to achieve the greatest impact.
• Advocacy: We are committed to creating space for voices to be heard.
• Respect: We care about each other and treat each other with dignity and value. We believe that authentic, respectful relationships lead to learning and growth.
• Empowerment: We empower each other [and the community/those we serve] to have a voice and create change.
• Equity and Inclusion: We build diverse, welcoming, and inclusive spaces within our walls and in the world.
• Excellence: We set and achieve ambitious goals.

Data Competency:

YWCA team members are expected to demonstrate knowledge of their data and how it relates to their scope of work. Every team member is responsible for the collection of data and the expectation is that this information is reflected upon and used for decision making, serving clients where applicable and adjusting processes when needed. Team members are responsible for entering data accurately, timely and consistently and ensuring that they are aware of goals and objectives related to their position. YWCA team members are expected to synthesize and apply their data to advance our mission and ensure they are reporting progress to their direct supervisors in weekly meetings where they will use data to create action plans, work strategically, and analyze any gaps or areas of need.

Communication Competency:

YWCA team members are expected to communicate clearly, effectively, and in a collaborative manner. YWCA staff are expected to utilize a variety of communication tools, including but not limited to email, TEAMS messages, telephone and in person conversation. It is expected that communication will be responded to within no more than 48 hours. YWCA staff will communicate timely and respectfully with staff, stakeholders and clients.