Front Desk Coordinator (Part-Time)

Job Type Part-time Description

The Front Desk Coordinator supports the front desk, data management, and administrative functions at a branch location. It is understood that much of the member/family information this position oversees will be confidential and shall not be discussed with anyone outside of BGCGTC leadership personnel. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload. Responsibilities include volunteer management, grant administration, administrative duties, operations support, and data entry/evaluation.

 Functions and Responsibilities: 

Data Management:

• Accountable for daily operations of data management systems, with specific responsibility for membership information oversight
• Serve as a primary data resource for branch operations staff
• Act as internal data auditor to ensure accuracy and compliance with operational processes for all applicable data systems

Grant Support:

• Provide support for the completion of branch grant objectives related to reporting or data-specific activities
• Coordinate with branch leadership to ensure all grant reporting is completed on time and accurately

Administrative Duties:

• Completes a broad variety of administrative tasks including answering the phone; managing calendar appointments; completing reports; filing, copying, scanning, composing, and preparing correspondence; compiling documents for meetings and training; data entry, running reports, making purchases, and all other related administrative duties as assigned
• Complete all administrative duties with accuracy and by deadline
• Communicate with branch leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately

Operations Support:

• Provide support to all branch operation functions as needed
• Work in conjunction with other internal departments to identify, communicate, and resolve operational issues

Customer Service:

• Act as the primary initial point of branch contact for all persons entering or calling the facility during program hours
• Build strong, positive relationships with youth, parents/families, and community stakeholders through high-quality customer service practices

Administrative Compliance:

• Complete all required reports and administrative duties on time
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
• Comply with all administrative policies and procedures, processes, and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively

Facility & Safety:

• Provide primary safety oversight for the daily check-in / out process of youth and visitors
• Manage the vestibule area of the branch facility (where applicable) to ensure all activities align with the organization’s standard safety procedures for this area
• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within the required timeline

Relationships:

• Be a positive role model
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner

Attendance:

• Regular attendance is required; arrive on time, work required hours/shift, and leave at the scheduled time

Requirements

Education and Work Experience Requirements:

• High School diploma or equivalent; some college preferred
• Two years of responsible administrative experience with demonstrated ability to perform duties

Minimum Qualifications Requirements:

• Ability to work regular business hours
• Ability to accurately handle multiple tasks simultaneously with accuracy
• Ability to build rapport and relationships
• Ability to work well with all levels of internal management and staff
• Ability to work well with external stakeholders
• Ability to maintain confidentiali