Front Desk Coordinator (Part-Time) - Lewisville Branch

Job Details

Description:

Essential Duties:

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:

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 confidentiality at all times
Ability to think critically and logically
Effective oral and written communication skills
Efficient typing skills and administrative skills
Ability to be detail-oriented and efficient
Excellent customer service skills
Excellent problem-solving skills and possess good judgment
Excellent phone and email etiquette
Advanced organizational and planning skills
Knowledge of database systems and ability to perform data entry
Experience with Google Suite and Microsoft Office
Must be able to pass agency background screens and drug screens at any time
Must have reliable transportation, liability insurance, satisfactory driving record, and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties

Preferred Qualifications:

Bilingual
Advanced technical understanding and experience with computer technology and software programs, particularly Google.
Advanced ability to create spreadsheets using formulas
Customer service experience
Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage