We are seeking a dynamic and highly organized Administrative Coordinator to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and exceptional support for staff and clients alike. Your energetic approach and meticulous attention to detail will help foster an efficient, welcoming environment. This paid position offers an exciting opportunity to develop your administrative expertise while contributing to a thriving organization committed to excellence.
The Administrative Coordinator manages the daily administrative and front-desk operations of YWCA Southwestern Illinois. This position serves as a primary point of contact for visitors, participants, families, vendors, and community members and helps ensure that the YWCA office operates efficiently, professionally, and in a welcoming manner.
The Administrative Coordinator provides support related to payments, billing, program registrations, scheduling, office organization, purchasing, facility-related communication, and general administrative functions. This position works closely with the Executive Director, program staff, and other YWCA employees.
Essential Duties and Responsibilities
Front Desk and Customer Service
- Greet visitors and provide accurate, courteous information about YWCA programs, services, events, and facilities.
- Answer and direct telephone calls, emails, mail, faxes, and general inquiries.
- Maintain a welcoming, professional, and organized front-desk area.
- Assist participants and families with registrations, forms, payments, and general program questions.
- Direct detailed program questions to the appropriate staff member.
Financial and Recordkeeping Support
- Receive, record, and process payments using receipt books, daily receivable logs, spreadsheets, and QuickBooks.
- Prepare invoices for YWCA programs, facility use, events, and other services.
- Maintain accurate payment, billing, purchasing, and deposit-related records.
- Assist with month-end administrative and financial reporting procedures.
- Prepare financial correspondence and routine reports as assigned.
- Maintain organized electronic and paper files.
- Communicate with the Executive Director or appropriate staff regarding outstanding payments, billing questions, or record discrepancies.
Office Operations
- Monitor office, program, and janitorial supply levels and coordinate purchases within approved budgets.
- Maintain vendor information and assist with purchasing and order tracking.
- Coordinate minor maintenance and repair requests with the Executive Director and approved vendors.
- Conduct and document weekly inspections of interior and exterior facility areas.
- Report maintenance, safety, cleanliness, or supply concerns promptly.
- Maintain calendars, room schedules, and general office schedules.
- Prepare staff schedules for weekday evenings, weekend events, and building coverage as assigned.
Volunteer and General Administrative Support
- Maintain volunteer and community service worker forms, attendance records, assignments, and approved task lists.
- Assist with coordination of volunteer activities and special events.
- Perform filing, copying, data entry, mailing, and other administrative duties.
- Assist with preparation of meeting materials, correspondence, reports, and presentations.
- Communicate and coordinate with staff, participants, vendors, partners, and community members.
- Assist with other administrative responsibilities necessary to support YWCA operations.
Required Qualifications
- High school diploma or equivalent required.
- At least two years of administrative, office, customer service, bookkeeping, or related experience.
- Strong computer skills, including proficiency with Microsoft Office and Google Workspace.
- Experience with QuickBooks or similar financial software preferred.
- Ability to learn and use program registration, communication, and recordkeeping systems.
- Valid driver’s license and reliable transportation.
- Ability and willingness to drive YWCA vehicles, including a 15-passenger Ford Econoline van and a 12-passenger ADA-accessible bus. A commercial driver’s license is not currently required.
- Ability to successfully complete required background checks.
· Required Qualifications
· High school diploma and at least two years of experience in administration, customer service, bookkeeping, office support, or a related field. Proficiency with Microsoft Office and Google Workspace is required; QuickBooks or similar financial software experience is preferred. Candidates must be able to learn registration, communication, and recordkeeping systems. A valid driver’s license, reliable transportation, and willingness to drive YWCA passenger vehicles are required. A commercial driver’s license is not currently required. Successful completion of required background checks is also required.
Pay: $17.00 - $20.00 per hour
Benefits:
Work Location: In person
