Program Coordinator, Administration & Support Services

Position:Program Coordinator, Support Services & Administration

Overview: The YMCA of Metropolitan Los Angeles (the Y) is seeking a Program Coordinator to support the Youth Development department. Under the supervision of the Vice President of Youth Development, the Program Coordinator's primary roles would be to manage administration for the department, control incoming and outgoing communication, and assist with program site audits and visits. Schedule is typically Monday-Friday, 8:30am-5:00pm, with ocassional nights and weekends for training and special events.

Qualifications:

Age: Twenty-one (21) years old or older.

Education: High school diploma or equivalent. College coursework completed in child development or recreation is strongly preferred.

Immunizations & Physical: Proof of vaccination for TDAP (Whooping Cough/Pertussis) and MMR (Measles). Completion of health screening and TB clearance within seven (7) days of hire.

Other: Knowledge of program administration, strong communication skills, skilled in Microsoft Office applications, computer savvy and the ability to learn new systems. Skilled in data entry, reporting, electronic communication and organization. Ability to write correspondences and complete administrative forms. Strong interpersonal skills. Ability to manage complex systems and/or develop new system to improve administrative workflow. Ability to manage multiple projects and deadlines. Excellent communication skills, both written and verbal.

This position requires the final candidate to successfully pass an E-Verify check. For more information about E-Verify, please visit https://www.e-verify.gov/employees/e-verify-overview

Work Environment/Minimum Physical Requirements

• You must have the physical, visual, and auditory ability to perform the essential functions of the job with or without reasonable accommodations.
• Job is performed in indoor as well as outdoor environments throughout the year.
• Ability to lift 30-35lbs
• The job is based out of a YMCA facility in the Greater Los Angeles area. This is not a remote position.

What you will do:

• Coordinate external communications by controlling the traffic and responding to voicemails and emails coming from YMCA members.
• Fielding phone calls and connecting YMCA members to the correct departments and/or personnel.
• Completing weekly enrollment reports and sending them to the appropriate personnel.
• Working closely with the finance team to submit account changes requested by YMCA members.
• Reviewing external communications and fielding them to the correct department.
• Completing forms, letters, templates, etc., as requested and required.
• Processing intake paperwork from various departments.
• Coding and processing invoices, creating rosters, preparing materials for meeting and trainings.
• Proof reading documents and correspondences.
• Utilizing YMCA systems to complete projects, such as creating program codes, data entry, enrollment forms, job postings, etc.
• Communicating updates to external partners. Assistance with coordinating special events.
• Using Microsoft Word, Canva and other resources to create forms, presentation, templates, etc.
• As needed, assist with site audits and site visits using YMCA evaluation tools.
• Work with the senior program director team to assist them with finding sub staff for the before and after school program.
• Work as the right-hand-person to the VP and Sr. VP, as needed. Help keep everyone organized. Ensure that the administrative side of the operation is flowing well.

Additional Responsibilities:

Attend staff meetings and trainings as required.

Uphold YMCA policies for safety, supervision, mandated reporting, and risk management.

Demonstrate the Six Pillars of Character (Trustworthiness, Citizenship, Respect, Responsibility, Caring, and Fairness) as well as the YMCA Core Values of Caring, Respect, Honesty, and Responsibility, in all dealings with members, guests, volunteers, and fellow staff.

Demonstrate competencies in and willingness to develop in the Cause Driven Leadership areas of mission advancement, collaboration, operational effectiveness, and personal growth.

All other duties as assigned by your supervisor.

EOE